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Review a Subcontractor Payment application as a Payment Application Administrator

 For Procore Customers in the United States

flag-us.png  When your company applies the 'Owners English' or 'Speciality Contractors English' point-of-view dictionary, you'll see different tool names and term changes in the user interface. Learn how to apply the dictionary options. 

  • To learn the differences: Show/Hide      
    • This table shows the differences in tool names (bold) and terms across the point-of-view dictionaries for Project Financials. These dictionaries are available in US English only. The default dictionary is designed for main contractors, which means that you will need to work with your Procore Administrator at your company and your Procore point of contact to access the other dictionary options. 

      Main Contractors

      English (United States) - Default


      English (Owner Terminology V2)

      Speciality Contractors

      English (Speciality Contractor Terminology)

      Payment Applications Payment Applications Progress Billings
      Owner Funding Owner
      Owner/Client Owner/Client MC/Client
      Main Contract Variation Funding Variation Client Contract Variation
      Main Contracts Funding Client Contracts
      Revenue Funding Revenue
      Subcontract Contract Subcontract
      Subcontractor Contractor Subcontractor
      Subcontractor Bill of Quantities (SBOQ) Contractor Bill of Quantities (CBOQ) Subcontractor Bill of Quantities (SBOQ)


To approve or reject the line items on a subcontractor payment application as an payment application administrator.


If you are a payment application administrator for your project, it's important to ensure the payment applications submitted by your downstream collaborators are accurate. To support that, Procore provides you with the ability to approve or reject individual line item(s) on a payment application's Bill of Quantities card. To approve or reject line item(s), your Procore user account must be assigned the required user permissions detailed below. Once you have been granted the appropriate permissions, you can use the steps below to review the payment applications submitted to your team for payment. 

Things to Consider

  • Required User Permissions
  • Additional Information:
    • Payment application administrators can review line items on any payment application and are NOT limited to reviewing only most recent payment application. However, it is important to keep in mind that rejecting a line item will NOT change the value of the payment application. 



  1. Navigate to the project's Payment applications tool. 
  2. Click the Subcontractor tab. 
  3. Locate the payment application to review and click its Payment application link. 
  4. Scroll to the Bill of Quantities card.
  5. Click the Edit button. 
  6. In the Line Item Approval column, approve or reject each line item on the payment application as follows:

    As you review each line item, keep in mind:

    • Payment application administrators can review line items on any payment application:
      • You are NOT limited to reviewing only the most recent payment application.
      • Rejecting line item(s) does NOT change line item amount(s). Amounts must be updated by a payment application administrator or payment application contact.
      • Downstream payment application contacts can only update payment applications when granted the required user permissions to submit payment applications. See Revise & Resubmit a Payment Application as a Payment Application Contact.
    • If you have turned the 'Show Amounts Subcontractors Claim' toggle ON in the Payment applications tool the 'Proposed Amount' column appears.
      • To learn how to create a payment programme from the Payment applications tool, see Create a Payment Programme
      • To learn how to create a payment programme from the Progress Billings tool, see Create a Payment Programme from the Progress Billings Tool.
      • When this toggle is turned ON, Procore includes the rejection comment on the payment application in the "Reasons for Difference" box in the PDF export of the payment application. 
    • The 'Proposed Amount' column can reflect what a payment application contact submitted, a user with 'Admin' level permissions can adjust the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts.
    • To approve a line item, click the GREY tick to approve it. A GREEN tick indicates you have approved the line item.
    • To reject a line item:
      1. Click the GREY 'x' to reject it. A RED 'x' indicates you have rejected the line item. 
        This opens the Reason (Optional) box. 
      2. Enter a reason in the Reason (Optional) box.
      3. Click Add.

        Comments entered in the 'Reason (Optional)' box are NOT included in the automated email sent to the payment application contact. However, you can export a PDF that includes a 'Reasons for Difference' table that shows the comments as entered. See Export a Subcontractor Payment application.

  7. Click one (1) of the save options:
    • Save. Click this button to save the payment application and keep it in the 'Under Review' status. 
    • Save & Change Status. Click this button to open the 'Save Edits and Change Status' window. Then, select the desired status and enter any information that you want to convey to the payment application contact in the Overall Comments box. Then click Save & Change Status.
      What status do I change the payment application to? To learn more about the available statuses, see What are the default statuses for Procore payment applications?