Submit a New Payment Application as an Payment Application Contact
Objective
To submit a new subcontractor payment application as an payment application contact after accepting an 'Invite to Bill.'
Background
If you are the designated payment application contact for a purchase order or subcontract, the company you are performing work for creates a billing period to define the 'Billing Date' for submitting your payment application. After the billing period is created, the payment application administrator has the option to send you an email message with the subject line, "Project Name: User Name has invited you to bill." The invite is a courtesy reminder to help ensure that an payment application is created and submitted before the due date.
- If you receive and accept the 'Invite to Bill' (see Accept or Decline an 'Invite to Bill' as an Payment Application Contact), you can then follow the steps below.
- If you have not received an 'Invite to Bill', the company you are performing work for may opt to submit the payment application on your behalf. If this is the case, confirm the process you will use to submit your payment applications. The company will complete the steps to Create an Payment Application on Behalf of an Payment Application Contact.
Things to Consider
Prerequisites
Steps
- Step 1: Enter an Payment Application Number
- Step 2: Update the Programme of Values
- Step 3: Update Approved Commitment Variations
- Step 4: Add Attachments
- Step 5: Save or Submit an Payment Application
Step 1: Enter an Payment Application Number
- In the 'New Payment Application for' page under 'General Information,' enter a number in the Payment Application # box.
Notes
- Typically, you will enter a reference number that corresponds to your organization's payment application number.
- If you are NOT sure what to enter here, contact the payment application administrator for the Procore company account for a resolution.
- Verify that the information in the following fields is automatically completed for you.
- Billing Date. Indicates the due date for the billing period.
- Period Start. Indicates the start date for the billing period.
- Period End. Indicates the end date for the billing period.
- Continue with the next step.
Step 2: Update the Programme of Values
- Scroll to the Programme of Values section.
- Click a cell to update the value.
Important
- Depending upon the accounting method that the payment application administrator configured for the commitment that you are billing against, follow the steps for the appropriate accounting method listed below.
- To learn how an payment application administrator sets the accounting method for the payment application, see How do I set the accounting method for a commitment or main contract?
Amount Based Accounting Method
Use this method to payment application lump-sum amounts for the payment application line items on the Bill of Quantities (BOQ). Procore automatically calculates and adjusts the other entries on the line item for you. If you want to release retention, enter a monetary amount as needed. Depending on your specific commitment, you may also have the option to bill for stored materials (pictured below). For details about the additional columns that appear when billing for stored materials, see How do I bill for stored materials in a subcontractor payment application?
Click here for more detailed information about the Amount Based accounting method.
Unit-Based Accounting Method
Use this method when invoicing for materials you've ordered in quantity. With this method, you enter the 'Total Progress' percentage or the 'New Quantity' for the line item on your BOQ. Procore automatically calculates and adjusts the other entries on the line item for you. If you want to release retention, enter a monetary amount as needed.
Click here for more detailed information about the Unit Based accounting method.
Step 3: Add Attachments
If you have any files to add as an attachment to the payment application, you can add them now. For example, you might be required to add a lien waiver or a signed PDF copy of the payment application.
- Scroll to the Attachments section.
- Click Attach Files.
- Upload any files that may be required from your computer.
Notes
- The Attach Files option is NOT available after the payment application is 'Approved.'
- To add an attachment after approval, click the vertical ellipsis
at the top of the page (shown below) and choose Add Attachments from the drop-down menu.
- Continue with the next step.
Step 4: Save as Draft or Send for Review
If you are ready to submit the payment application for review, you may do so now. If you want to submit the payment application at a later time, you have the option to save the payment application. Choose one (1) of these options:
- If you are NOT ready to send the payment application, click Save as Draft. This sets the payment application's status to Draft.
Tip
If you want to email a copy of your payment application to others before submitting it for review, Procore recommends following the steps in Export a Subcontractor Payment Application. You can then add your payment application as an attachment to a message using your company's email system. - If you are ready to send the payment application, click Send. This automatically sets the payment application's status to Under Review.
Important
- You will NOT be able to edit the payment application after you send it unless an payment application administrator changes the payment application's status to 'Revise & Resubmit.' For details, see Review a Subcontractor Payment Application as an Admin.
- To learn more about statuses, see What are the default statuses for Procore payment applications?