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Procore

Progress Billings

 For Procore Customers in the United States

flag-us.png  When your company applies the 'Owners English' or 'Speciality Contractors English' point-of-view dictionary, you'll see different tool names and term changes in the user interface. Learn how to apply the dictionary options. 

  • To learn the differences: Show/Hide      
    • This table shows the differences in tool names (bold) and terms across the point-of-view dictionaries for Project Financials. These dictionaries are available in US English only. The default dictionary is designed for main contractors, which means that you will need to work with your Procore Administrator at your company and your Procore point of contact to access the other dictionary options. 

      Main Contractors

      English (United States) - Default

      Owners

      English (Owner Terminology V2)

      Speciality Contractors

      English (Speciality Contractor Terminology)

      Payment Applications Payment Applications Progress Billings
      Owner Funding Owner
      Owner/Client Owner/Client MC/Client
      Main Contract Variation Funding Variation Client Contract Variation
      Main Contracts Funding Client Contracts
      Revenue Funding Revenue
      Subcontract Contract Subcontract
      Subcontractor Contractor Subcontractor
      Subcontractor Bill of Quantities (SBOQ) Contractor Bill of Quantities (CBOQ) Subcontractor Bill of Quantities (SBOQ)

With Procore's Progress Billings tool, your company can simplify the progress billings collection, review and approval process on all of your construction projects. Progress Billings that once took days to complete, can now be processed in a few minutes using Procore's paperless progress billings management features. The Progress Billings tool is designed specifically for Procore users with  'Admin' permission on the Commitments and/or Client Contracts tool.

  • Generate accurate progress billings for owner and subcontractor contracts
  • Streamline the collection, review and approval process with billing stakeholders
  • Increase confidence that progress billings amounts match work completed to reduce rework and prevent overbilling
 Note

flag-us.png If your company is in the United States and your Procore Administrator has enabled the Main Contractors English (United States) dictionary in your environment, MC/Client payment applications are called Main Contract Payment Applications. If you have the Owners English (Owner Terminology V2) dictionary, they are called Funding Payment applications.

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Progress Billings
 Tip

To browse and search all Procore training videos, visit our video library.

Set Up Progress Billings - Speciality Contractor
 
Create Client Progress Billings - Speciality Contractor
 
Create Speciality Contractor Progress Billings on Behalf of a Speciality Contractor - Speciality Contractor
 
Send Speciality Contractor Progress Billings Invitations - Speciality Contractor
 
Review Progress Billings - Speciality Contractor
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Speciality Contractor as Client - Set Up Progress Billings

 

Speciality Contractor as Client - Create Client Progress Billings

 

Speciality Contractor as Client - Create Speciality Contractor Progress Billings on Behalf of a Speciality Contractor

 

Speciality Contractor as Client - Review Progress Billings

 

Speciality Contractor as Client - Send Speciality Contractor Progress Billings Invitations

 

 

Subcontractor Payment Applications



Accept or Decline an 'Invite to Bill' as a Payment Application Contact
Accept or Decline an '...
DRAFT
DRAFT





START
START
Does the purchase order or subcontract have an 'Invoice Contact'?
Does the purchase order or subcontract have...
Add Payment application Contacts to a Purchase Order or Subcontract
Add Payment application Contacts t...
Create Automatic Billing Periods
Create Automatic Billi...


Create Manual Billing Periods
Create Manual Billing...
AUTOMATIC
AUTOMATIC
MANUAL
MANUAL
How do you want to create the current billing period?
How do you want to create the c...
COMMITMENTS
COMMITMENTS
PROGRESS BILLINGS
PROGRESS BILLINGS
Which tool do you want to use?
Which tool do you want to use?


Add Payment application Contacts to a Purchase Order or Subcontract
Add Payment application Contacts t...
INVOICE CONTACT
(an external collaborator)
INVOICE CONTACT...
INVOICE ADMINISTRATOR
(an internal user)
INVOICE ADMINISTRATOR...
Who will create the new payment application?
Who will create the new payment application?
Optional Step
Optional Step
LEGEND
LEGEND
Payment application Administrator (an internal user)
Payment application Administrato...
Payment application Contact
(an external collaborator)
Payment application Contact...
Commitments
Commitments
Progress Billings
Progress Billings


BETA
Create a Subcontractor Payment application on Behalf of a Payment Application Contact
BETA...


END
END


Send an 'Invite to Bill' to a Payment Application Contact
Send an 'Invite to...


Revise and Resubmit
a Payment Application as a Payment Application Contact

Revise and Resubmit...
REVISE AND RESUBMIT
REVISE AND RESUBMIT
Does the payment application contact want to submit a payment application for the current billing period?
Does the payment application contact want t...
RECEIVE EMAIL
RECEIVE EMAIL
ACCEPTED
ACCEPTED

Did the Payment application Administrator reject any line items on the payment application?
Did the Payment application Administrator...


END
END
DECLINED
DECLINED

Submit a New Payment application as a Payment Application Contact
Submit a New Payment application as...
BETA
Review a Subcontractor Payment application as an Admin
BETA...
Are you using one of the supported ERP Integrations to sync payment applications? 
(Sage 300 CRE, QuickBooks, Yardi)
Are you using one of the supported...
DRAFT
DRAFT




BETA
Submit a New Payment application as a Payment Application Contact
BETA...
Continued from the 'Create a Commitment' workflow
Continued from the 'Create a C...
Continue to the 'Export Approved Subcontractor Payment applications to ERP' workflow
Continue to the 'Export Approv...

Progress Billings

User access to the Progress Billings tool depends on the user's access permission to the contract in the Client Contracts and/or Commitments tool. The tables below highlight which permissions are required for each tool in order to perform specific tasks with the Progress Billings tool. 

Progress Billings

Job Role None Read Only Standard Admin
Add Payment application Contacts to a Purchase Order or Subcontract from the Progress Billings Tool       icon-mindtouch-table-check.png 1
Add a New Payment to the Payments Issued Tab of the Progress Billings Tool       icon-mindtouch-table-check.png 1
Bulk Edit the Status of Subcontractor Payment applications in the Progress Billings Tool       icon-mindtouch-table-check.png 1
Bulk Send Subcontractor Payment applications to DocuSign® from the Progress Billings Tool       icon-mindtouch-table-check.png 1
Compile Payment application Backups in the Progress Billings Tool       icon-mindtouch-table-check.png 1
Configure Settings: Progress Billings       icon-mindtouch-table-check.png 1
Create Automatic Billing Periods in the Progress Billings Tool       icon-mindtouch-table-check.png 1
Create Manual Billing Periods in the Progress Billings Tool       icon-mindtouch-table-check.png 1
Create a Payment Received for a MC/Client Payment application with the Progress Billings Tool       icon-mindtouch-table-check.png 1
Create a Payment Programme from the Progress Billings Tool       icon-mindtouch-table-check.png 1
Delete a Subcontractor Payment application from the Progress Billings Tool        icon-mindtouch-table-check.png 1
Edit a Billing Period with the Progress Billings Tool       icon-mindtouch-table-check.png 1
Edit a Configurable PDF of a MC/Client Payment application in the Progress Billings Tool       icon-mindtouch-table-check.png 1
Email a MC/Client Payment application from the Progress Billings Tool       icon-mindtouch-table-check.png 1
Enable the Payments Issued Tab on a Commitment from the Progress Billings Tool       icon-mindtouch-table-check.png 1
Export a Subcontractor Payment application from the Progress Billings Tool       icon-mindtouch-table-check.png 1
Export the Subcontractor Invoicing Page from the Progress Billings Tool       icon-mindtouch-table-check.png 1
Forward a Subcontractor Payment application by Email from the Progress Billings Tool       icon-mindtouch-table-check.png 1
Update a Subcontractor BOQ as a Payment Application Administrator from the Progress Billings Tool   icon-mindtouch-table-check.png  icon-mindtouch-table-check.png 2 icon-mindtouch-table-check.png 1
Preview a Subcontractor Payment application from the Progress Billings Tool   icon-mindtouch-table-check.png  icon-mindtouch-table-check.png  icon-mindtouch-table-check.png
Revise & Resubmit a Payment Application as a Payment Application Contact in the Progress Billings Tool     icon-mindtouch-table-check.png 2 icon-mindtouch-table-check.png 1
Search, Filter and Group Payment applications in the Progress Billings Tool       icon-mindtouch-table-check.png 1
Send an 'Invite to Bill' to a Payment Application Contact from the Progress Billings Tool       icon-mindtouch-table-check.png 1
Set Retention on a Subcontractor Payment application as a Payment Application Administrator in the Progress Billings Tool       icon-mindtouch-table-check.png 1
Set or Release Retention for All Line Items on a MC/Client Payment application from the Progress Billings Tool       icon-mindtouch-table-check.png 1
Update a Subcontractor Bill of Quantities as a Payment Application Administrator from the Progress Billings Tool       icon-mindtouch-table-check.png 1
Update a Subcontractor Bill of Quantities as a Payment Application Contact from the Progress Billings Tool   icon-mindtouch-table-check.png 2 icon-mindtouch-table-check.png 2 icon-mindtouch-table-check.png 1
Update and Set Up DocuSign® on a MC/Client Payment application with the Progress Billings Tool       icon-mindtouch-table-check.png 1

1 To perform this task from the project's Progress Billings tool, users must be granted 'Admin' level permissions on the project's Commitments tool.   

2 To perform this task, you must have the permissions designated in the tutorial and your user account must be designated as a payment application contact on the purchase order or subcontract. 'Read Only' users must be added to the 'Private' list. 

Commitments

The following table highlights which user permissions are required to perform the described user action with the Progress Billings tool.

Task None Read Only Standard Admin
Accept or Decline an 'Invite to Bill' as a Payment Application Contact   icon-mindtouch-table-check.png 4    
Add Payment application Contacts to a Purchase Order or Subcontract       icon-mindtouch-table-check.png
Add a Subcontractor BOQ to a Commitment       icon-mindtouch-table-check.png
Create a Payment Issued       icon-mindtouch-table-check.png
Create a Payment Application on Behalf of a Payment Application Contact     icon-mindtouch-table-check.png 1 icon-mindtouch-table-check.png
Create a Subcontractor Payment application for Release of Retention     icon-mindtouch-table-check.png 3 icon-mindtouch-table-check.png
Create Payment Application Contacts       icon-mindtouch-table-check.png
Create a Payment Received for a Main Contract       icon-mindtouch-table-check.png
Delete a Subcontractor Payment application from the Commitments Tool       icon-mindtouch-table-check.png
Enable or Disable a Subcontractor BOQ Tab on a Commitment       icon-mindtouch-table-check.png
Enable the Payments Issued Tab on a Commitment       icon-mindtouch-table-check.png
Forward a Subcontractor Payment application by Email     icon-mindtouch-table-check.png 2 icon-mindtouch-table-check.png
Review a Subcontractor Payment application as an Admin       icon-mindtouch-table-check.png
Review Payment Application Line Items as a Payment Application Contact     icon-mindtouch-table-check.png 2 icon-mindtouch-table-check.png
Revise & Resubmit a Payment Application as a Payment Application Contact     icon-mindtouch-table-check.png 4  
Send an 'Invite to Bill' to a Payment Application Contact       icon-mindtouch-table-check.png
Set or Release Retention on a Subcontractor Payment Application     icon-mindtouch-table-check.png 3 icon-mindtouch-table-check.png
Submit a New Payment application as a Payment Application Contact   icon-mindtouch-table-check.png 1 icon-mindtouch-table-check.png 1 icon-mindtouch-table-check.png
Update a Subcontractor Bill of Quantities as a Payment Application Contact from the Commitments Tool   icon-mindtouch-table-check.png 5 icon-mindtouch-table-check.png 5 icon-mindtouch-table-check.png

1 To perform this task, users must have 'Read Only' or 'Standard' permission on the project's Commitments tool. Users must also be added to the Private drop-down list for the commitment or be designated as the Payment application Contact on the commitment. See Add Payment application Contacts to a Commitment

2 To perform this task, users must have 'Standard' permission on the project's Commitments tool or be designated as a payment application contact on the commitment. See Add Payment application Contacts to a Commitment

3 To perform this task and to release retention during the current billing period, users must have 'Standard' permission on the project's Commitments tool or be designated as a payment application contact on the commitment. See Add Payment application Contacts to a Commitment. To set retention, you must be a user with 'Admin' level permissions on the Commitments tool.  

4 To perform this task, you must have the permissions designated in the tutorial and your user account must be designated as a payment application contact on the purchase order or subcontract.

5 To perform this task, you must have the permissions designated in the tutorial and your user account must be designated as a payment application contact on the purchase order or subcontract. 'Read Only' users must be added to the 'Private' list. 

 Below are the notable changes to the project's Payment applications tool (also known as the Progress Billings tool in some accounts).

Recent Changes

Beta  Automated Movement of Stored Materials on Payment applications (12/08/2024)

Procore implemented a configuration that, when enabled, automatically moves Stored Materials balances to the Work Completed from Previous Application column on the next payment application created. This configuration applied to both Owner and Subcontractor Payment applications. To access the new stored materials functionality, teams must join the Closed Beta program for Automated Movement of Stored Materials. For information, contact your Procore point of contact. To learn more, see About Stored Materials.

Beta  Bill for stored materials on unit/quantity-based Contracts (15/08/2024)

Teams participating in the Owner Payment application and Subcontractor Payment application Beta programmes can now bill for stored materials using the ‘Unit/Quantity-Based’ accounting method. Billing for stored materials on payment applications helps contractors recover costs and ensures accurate documentation by differentiating between installed and stored materials. To access the new stored materials functionality, teams must join the Closed Beta program for Unit/Quantity-Based contracts for each payment application type. For information, contact your Procore point of contact. To learn how to use the functionality, see About Stored Materials on Payment applications.

Include Procore Pay Lien Waivers in Subcontractor Payment application Backups (12/08/2024)

Procore has updated the Project level Payment applications tool for payors using Procore Pay. Now, when compiling a subcontractor payment application backup, the system includes any first- and sub-tier lien waivers in the downloadable PDF backup file. This enhancement streamlines documentation, providing comprehensive proof of payment and supporting documents need to efficiently resolve non-payment disputes. See Compile Subcontractor Payment application Backups with the Payment Applications Tool

Improved File Names for Subcontractor Payment application Backup PDFs (12/08/2024)

Whenever a user compiles a subcontractor payment application backup, Procore sends the user an email when the file is ready to download. Before this update, Procore always named the backup file "subcontractor_invoice_backup.pdf". To improve clarity and ease of identification, Procore now automatically appends the project name, project number, date and time of the compile in the file name. For an example, see Compile Subcontractor Payment application Backups with the Payment Applications Tool

Improved Sorting in Subcontractor Payment application Backup PDFs (06/08/2024)

When compiling subcontractor payment application backups, Procore now sorts payment applications by 'Contract #' in ascending order. It also applies a secondary sort by 'Invoice Position' number. This improves the clarity and organisation of the payment applications included in the downloadable backup file. To learn more, see Compile Subcontractor Payment application Backups with the Payment Applications Tool

Variation Titles Now Display on Owner Payment application PDFs (25/07/2024)

Now, when you export owner payment application PDFs, you will see the complete titles of your variations, not just the numbers, bringing clarity and ease to your payment applications process. Before exporting, simply apply the Main Contract VariationPotential Variation, or Variation Request options to the Bill of Quantities using the 'Select Groups to Display' menu for both the 'Industry Standard' and 'Custom Configuration' column views. To learn more, see Export Main Contract Payment Applications.

Improved Subtotals Display on Owner Payment application PDFs (22/07/2024)

To enhance the consistency and clarity of continuation sheets on exported owner payment application PDFs, Procore updated group subtotals to appear at the bottom of each group, instead of at the top within the row group heading. Additionally, any extra groupings were also displayed at the bottom, aligning with industry expectations for a cleaner, more organised presentation. To learn how to export an owner payment application, see Export Main Contract Payment Applications.

Beta  Prefill Owner Payment application Retention Amounts on Main Contract Payment Applications (16/07/2024)

For users participating in the Owner Payment application Beta program, you can now automatically populate retention amounts from subcontractor payment applications. The owner payment application prefill feature reduces manual entry and ensures accurate entry of held and released retention amounts. To learn more, see How does Procore automatically complete amounts on an owner payment application? (Beta) and Create Main Contract Payment Applications (Beta).

Updated Export > PDF with Attachments Option for Subcontractor Payment applications (24/05/2024)

Procore has updated the Export > PDF with Attachments menu option to download the compiled PDF file with attachments directly to your computer. Before the update, Procore send the PDF to you by email when the payment application and attachments were ready. To learn more, see Export a Subcontractor Payment application.

IMPROVED ROW GROUPS ON OWNER INVOICE SCHEDULE OF VALUES (24/05/2024)

When you create a new owner payment application, the row groups on the new payment application's Bill of Quantities now mirror the user's most recent groupings from the previous payment application. This consistency makes data entry easier, especially when users create new payment applications for progress payments. To learn how to create a payment application, see Create Main Contract Payment Applications

Customise OWNER INVOICE NUMBERING System ON MODERNISED EXPERIENCE (20/05/2024)

For users on the modernised owner payment application experience, Procore has updated its payment application numbering system. Users can now create a customised numbering scheme that automatically increments to the next number in the sequence when creating future payment applications. To learn more, see Can I customise the numbering system for financial objects in Procore?

Budget Changes on Owner Payment applications (13/05/2024)

Budget Changes is now available on owner payment applications. The highly-anticipated feature allows clients to directly include approved budget changes in main contract payment applications, improving transparency with the use of contingency funds. Users can simplify their billing process and reduce the need for separate Main Contract Variations. This feature is only available for clients that are opted into the Modernised Owner Payment application Experience and are migrated to the new Budget Changes tool. To learn more, see About Budget Changes on Main Contract Payment Applications.

improved navigation for bill of quantities (19/04/2024)

When modifying a cell in the Bill of Quantities table, users can now input content and easily move to the next cell after completing updates. 

Main Contract Payment Applications added to Workflows Open Beta (13/03/2024)

Main Contract Payment Applications has been added to the list of tools supported by the self-serve workflows open beta. See Best Practices for Creating an Owner Payment application Workflow.

FINANCIAL MANAGEMENT: NEW WARNING BANNER ON SUBCONTRACTOR INVOICES WHEN RETENTION IS RELEASED (24/04/2023)

Subcontractor payment applications have a new warning banner that will appear when retention is released. The banner will appear from the Bill of Quantities (BOQ) card once retention amount is entered and released. See Set or Release Retention on a Subcontractor Payment application.

FINANCIAL MANAGEMENT: Extended The Legacy Subcontractor Payment application Experience Date (26/01/2023) 

The option to switch between the beta and legacy subcontractor payment application experience has been extended to September 2023. The previously announced end date for using the legacy experience was February 2023. Now, in September 2023, the ability to exit the beta experience will be removed and the legacy experience will no longer be available in Procore. To learn more about each experience, see Financial Management: New Admin & Collaborator Views for Subcontractor Payment applications.