Submit a New Payment application as a Payment Application Contact
Note
If you have the legacy version of subcontractor payment applications, follow the steps in Submit a New Payment application as a Payment Application Contact instead of the ones below.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 a 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 a 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 a Payment Application on Behalf of a Payment Application Contact.
Things to Consider
- Required User Permissions:
- To create a new subcontractor payment application in response to an 'Invite to Bill' before the 'Due Date' of the billing period, 'Read Only' level permissions on the project's Commitments tool and you must be the designated 'Invoice Contact' on the purchase order or subcontract.
Notes
- Adding a payment application contact to a purchase order or subcontract also adds the person to the 'Private' list.
- If you are the designated payment application contact and want to submit a payment application after the 'Due Date,' you must contact the company you performed the work for to request that they create the payment application on your behalf. See Create a Payment Application on Behalf of a Payment Application Contact. Payment application contacts cannot submit payment applications in Procore after the due date passes.
- If you are the designated payment application contact and cannot find the 'Invite to Bill' that you were sent, you do NOT need the email message to create a new payment application. As long as it is before the 'Due Date', you can log in to Procore and navigate to the Commitments tool to create the new payment application for the purchase order or subcontract.
- To create a new subcontractor payment application in response to an 'Invite to Bill' before the 'Due Date' of the billing period, 'Read Only' level permissions on the project's Commitments tool and you must be the designated 'Invoice Contact' on the purchase order or subcontract.
Prerequisites
- Accept the 'Invite to Bill'. See Accept or Decline an 'Invite to Bill' as a Payment Application Contact.
- If you misplaced or inadvertently deleted your 'Invite to Bill', see Does a payment application contact need an 'Invite to Bill' to submit a payment application?
Steps
- Step 1: Enter a Payment Application Number
- Step 2: Update the Bill of Quantities
- Step 3: Add Attachments
- Step 4: Save or Submit a Payment Application
Step 1: Enter a Payment Application Number
- In the 'New Payment application for' page under 'General Information,' do the following:
- Enter the downstream collaborator's payment application number in the Payment application # box.
- Verify the information in the following fields. Procore automatically completes the following dates for you.
Note
The billing period dates are set by the payment application administrator. If you are using a different billing period, you can change the values in these fields as needed. All of these fields are required.
- 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.
- Billing Date
- Continue with the next step.
Step 2: Update the Bill of Quantities
- In the Bill of Quantities section, click one (1) or both of the BLUE arrows next to 'Commitment Line Items' or 'Variations'. This expands the selected row in the table.
Notes
- The 'Variations' section is only visible and available when the company's Procore Administrator has enabled the two (2) or three (3) tier variation configuration on the commitment. See Configure the Number of Commitment Variation Tiers.
- After expanding a line in the 'Variations' section, click the commitment variation line(s) and potential variation line(s) in order to expand them until you reach the data entry line items.
- Determine which accounting method was set for the contract. This determines which data entry form you use to update the Bill of Quantities:
- Amount Based Accounting Method
- Unit-Based Accounting Method
Tip
How does a payment application administrator set the accounting method for a contract? For step-by-step instructions, see How do I set the accounting method for a contract or funding?
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 payment applications for materials you've ordered in quantity. With this method, you either enter a percentage value 'Total Progress' column or a monetary value in the 'Work Progress' column. Procore automatically calculates and adjusts the other entries on the line item for you. If you want to release retention, you can enter a monetary amount in the 'Retention Released' column 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 or use a drag-and-drop operation to move the files from your computer or network to the GREY area of the page.
- Upload any files that may be required from your computer.
Notes
- Collaborators and users with 'Standard' level permissions on the project's Commitments tool can use the Attach Files option after a payment application is 'Approved'.
- 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 a 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?