Send Subcontractor Payment Application Invitations

Objective

To invite an payment application contact to submit a subcontractor invoice for the current billing period.

Background

TO send subcontractor invoice, you must first create a billing period. After the billing period is created, you also have the option to send an email invitation to the payment application contact. This helps to ensure the subcontracting company submits their payment application on time. If you do not want your payment application contacts to create a payment application in Procore, you can alternatively create a payment application on their behalf. 

Things to Consider

• Required User Permission:
  • 'Admin' on the project's Commitments tool.
    OR
  • Users with 'Standard' on the Commitments tool can only create payment applications for the most recent billing period

     Note

    Your ability to perform certain tasks with the Invoicing tool depends on the access permission you've been granted to the Main Contracts or Commitments tool, as well as the privacy and payment application contact settings set on each main contract or commitment that you are working with. To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Payment Applications.
• Additional Information:
  • If you do not want payment application contract to create payment applications in Procore, you can Create a Payment Application on Behalf of a Subcontractor. 
  • If you want to create a payment application to release retention.  see Create a Subcontractor Payment Application for the Release of Retention.

Prerequisites

• Create Payment Application Contacts or Add Payment Application Contacts to a Commitment
• Create Manual Billing Periods or Create Automatic Billing Periods

Steps

1. Navigate to the project's Invoicing tool. 
2. Click the Subcontractor tab.
3. Locate the commitment(s) that you want to invite the subcontractor to submit a payment application for. 
   Note: If you are creating an subcontractor payment application to release retention, you do not need to send invitation.  Instead, see Create a Subcontractor Payment Application for the Release of Retention.
4.  Mark the boxes for the payment applications that you want to send.
   • To select all of the payment applications, mark the checkbox at the top of the table.
   • If the 'Send Invites' button is grayed out and you are NOT permitted to send invites when one or more of the selected commitments are in the following status: 
     • No Payment Application Contacts. You must first assign a payment application contact to the commitment.  See Add Payment Application Contacts to a Commitment.
     • SBOQs NOT Approved. The Subcontractor Bill of Quantities (SBOQ) must be in the  'Approved' state. See Enable or Disable a Subcontractor BOQ
     • If the commitment's percentage complete is 100%, an invitation cannot be sent.
5. Click Send Invites.
   After sending the payment applications, the follow occurs:
   • The payment application status for those commitments changes from 'Not Invited' to 'Invited.'
   • If the invitation is accepted, the status changes to 'Accepted'.
   • If it is rejected, the status changes to 'Declined'.

Next Steps

• Create a Payment Application on Behalf of a Subcontractor
• Submit a Payment Application as a Subcontractor

See Also

• Create Payment Application Contacts