Review a Subcontractor Payment application as a Payment Application Administrator

Objective

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

Background

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. 

Prerequisites

• Create a Subcontractor Payment application
• The payment application must be in the 'Under Review' status.

Steps

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:

    Notes

   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.

         Important

        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. 
     OR
   • 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.

      Tips

     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? 

Next Step

• Revise & Resubmit a Subcontractor Payment application as a Payment Application Contact

See Also

• Create a Payment Programme