Set or Release Retention on a Subcontractor Payment Application

Objective

To set or release retention for line items on a subcontractor payment application with the Invoicing tool. 

Background

A common retention practice is to withhold 5-10% of a contract's total value until a milestone is reached. Then, the withheld amount can be released as a progress payment. When work is substantially complete, the withheld amount can be released as a final payment. 

Things to Consider

• Required User Permissions:
  • To edit an payment application before/during/after the current billing period,  'Admin' level permissions on the project's Commitments tool
    OR
  • To edit an payment application during the current billing period only, 'Standard' level permissions on the project's Commitments tool and you must be the payment application contact on the contract. This action automatically adds you to the 'Private' drop-down list on the contract.

     Notes

    • User permissions are NOT managed in the project's Invoicing tool. Instead, the Invoicing tool is designed for users with 'Admin' level permissions on the Main Contracts and/or Commitments tool. 
    • If you are a collaborator (for example, an payment application contact for a subcontracting company that is performing work for a main contractor managing your contract in Procore), your ability to perform payment application-related tasks is determined by the project team that controls these settings for your Procore user account: 
      • Your user account's permissions on the project's Commitments and/or Main Contracts tool.
      • Your membership on the 'Private' list of a specific main contract, purchase order, or subcontract.
      • Your designation as an 'Payment Application Contact' on a main contract, purchase order or commitment.
    • To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.
• Additional Information:
  • To set the same percentage of retention on all line items in the payment application, enter a value to apply to all line items in the payment application.
  • To release retention on all line items, enter a value to apply to all line items. This moves the desired percentage from the 'Currently Retained' column to the 'Released This Period' column.
  • For customers in Australia , you can also manage withholding using the sliding scale retention feature. To learn more, see What is sliding scale retention?

Prerequisites

• Create a Subcontract
• Enable Retention on a Commitment
• Create an Payment Application on Behalf of an Payment Application Contact

Steps

1. Navigate to the project's Invoicing tool.
2. Click the Subcontractor tab. 
3. Locate the contract to work with. Then click its link in the Contract column. 
4. Click the Payment Applications tab. 
5. Locate the payment application to work with. Then click the Edit button.
6. Click the Detail tab in the payment application.
7. Click the Edit button. 
8. Choose one of the following:
   • Set Retention on All Line Items
   • Release Retention on All Line Items

See Also 

• Create a Subcontractor Payment Application for the Release of Retention
• Enable Retention on a Commitment