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Procore (en-GB)

Review Payment Applications as an Admin


To accept or reject individual payment application line items submitted for review on a subcontractor invoice.


Project Managers and users with 'Admin' permissions on the project's Commitments tool have the ability to approve or reject individual line items on payment applications using the project's Invoicing tool. This tutorial shows you how to complete this review. 

Things to Consider


  1. Navigate to one of the project's Invoicing tool. 
  2. Click the Subcontractor tab. 
  3. Locate commitment that contains the payment application you want to review. Then click View
  4. Click the Payment Applications tab. 
  5. Locate the payment application to review in the list. Then click Edit.
  6. Click  icon-inspections-pass.png to approve or  icon-inspections-fail.png to reject each line item.
    • You have the option to add a comment to explain the rejection reason.
    • Your comments are NOT included in any email notifications sent from Procore to the subcontractor. 
    • Your comments will be included on Export PDFs for the payment application in the 'Reason for the Difference' area. See Export a Payment Application as a PDF, CSV or PDF with Attachments.
    • If the 'Show Amounts Subcontractors Claim' setting is enabled (see Configure Settings: Payment Applications), the system displays the 'Subcontractor Claimed This Period' column on the Detail tab as shown below. The 'Subcontractor Claimed This Period' column reflects the amount submitted on the subcontractor payment application. To learn more, see Create a Payment Programme.
    • A user with 'Admin' permission can also adjust the values in the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts for the line item. 

    payment application-detail-with-subcontractor.png
  7. Click Save
  8. In the Finish Review window, do the following:
    1. Status. Select a status from the list.
      • If all line items have been accepted, the default setting is Under Review.
      • If one or more line items have been rejected, the default setting is Revise and Submit. The system also sends a notification email to the subcontractor to alert them about the need to resubmit information.
    2. Overall Comments. Enter any additional comments in this box. 
    3. Click Update.