(Beta) Create a Subcontractor Payment application on Behalf of a Payment Application Contact

New payment applications are always created in the project's Commitments tool. The first step is to open the 'New Payment application' page as follows:

1. Navigate to the project's Commitments tool.
2. In the Contracts table, locate the commitment that you want to create the payment application for. 
3. Click the Number link to open the commitment.
   

    Tip

   Want to collect signatures using the Procore + DocuSign^© integration? To do this, click Edit Contract. Next, place a mark in the Sign with DocuSign^© tickbox on the 'General Information' card in the commitment. If you add a mark, click Save . Otherwise, click Cancel. Important things to note:

   • The DocuSign^© integration must be enabled. See Enable or Disable the DocuSign® Integration on a Procore Project.
   • Your DocuSign^© account must be linked to Procore. See Link Your DocuSign® Account to a Procore Project.
4. In the contract, click Create. Then choose Create Payment application from the drop-down menu. 

    Notes

   • To use the Create Payment application menu option, the commitment contract must be in the Approved or Complete status. See What are the default commitment statuses in Procore?
   • To expedite the payment application creation process, it is also helpful to ensure the following is complete before proceeding with creating a payment application:
     • A Contract Company is assigned to the commitment contract. See Create a Commitment.
     • A payment application contact from the contract company is assigned to the commitment contract. See Add Payment application Contacts to a Purchase Order or Subcontract. 
     • The line items in the Subcontract Bill of Quantities on the commitment contract are approved. See What is a Subcontractor Bill of Quantities?
     • The billing period for the new payment application has been created in the project's Payment applications tool. See Create Automatic Billing Periods or Create Manual Billing Periods.
   
   
5. Continue with the next step. 

The next step is to update the 'General Information' card as follows:

1. In the new payment application, add and/or verify the data in the General Information card:

    Tip

   Need to edit an existing payment application? If you are editing an existing payment application, you can click the Edit button that appears in the top-right corner of the General Information card. This button only appears on the card after the new payment application is saved.
   
   • Contract Company
     Shows the name of the company that completed the contracted work associated with this payment application. This company is assigned to the commitment contract during creation. See Create a Commitment. 
   • Status
     Select a status for the payment application from the drop-down list. On a new payment application, Procore's default status is Draft. 

      Notes

     • To learn about statuses, see What are the default statuses for Procore payment applications?
     • If a payment application is ready to be reviewed by a payment application administrator, remember to change its status to Under Review.
     • After the payment application administrator reviews a payment application, its status can be change to Approved or Revise and Resubmit as needed.
     • Users with 'Standard' permission on the Commitments tool can only edit payment applications in the Draft or Revise and Resubmit status. 
   • Optional: Payment application #
     Enter the downstream collaborator's payment application number in the Payment application # box.

      Note

     Important things to note about the Payment application # field:

     • An Payment application # is NOT required to save a payment application. You can leave this field blank.
     • An Payment application # is a free-form entry field that lets payment application contacts enter a reference number that corresponds with their own payment application numbering system.
     • A duplicate Payment application # on a commitment is NOT permitted. On one commitment, every payment application must have a unique Payment application #. 
     • An Payment application # does NOT automatically populate on main contract payment applications. See How does Procore automatically complete amounts on an upstream payment application?
   • Billing Period
     Select the date range for the billing period. Procore automatically selects the current billing period by default. 

      Notes

     • Payment application administrators are responsible for creating billing periods. For instructions, see Manage Billing Periods.
     • Users with 'Admin' level permissions on the Commitments tool can select any billing period from the drop-down list.
     • Users with 'Standard' level permissions on the Commitments tool can only select a billing period that does NOT have a payment application associated with it. 
   • Billing Date
     Procore automatically selects the default date defined in the current billing period. This is a required field. 
   • Period Start
     Procore automatically selects the default start date defined in the current billing period. This is a required field. 
   • Period End
     Procore automatically selects the default start date defined in the current billing period. This is a required field. 

      Note

     The 'Billing Period' date in Procore is intended to align with the work being performed on a project so project managers can track and report the effect of payment applications on the project's budget. However, if your accounting team defines billing periods differently, it is recommended that you keep the 'Billing Period' entry and then manually enter your unique accounting dates in the 'Billing Date,' 'Period Start,' and 'Period End' fields. 
   • Optional: Payment Date
     Enter the date the payment should be made to the 'Contract Company'. 
   • Optional: Submitted Date
     Enter the date the payment should be submitted to the 'Contract Company'.
2. Continue with the next step. 

    Tip

   Want to save your payment application now? If so, click Save to create the payment application now. To proceed with data entry, you must click Edit on each card in the payment application. 

If you want to set and release retention on the line items in the BOQ, follow these steps:

1. Choose from these options to select the line items:
   • To select all of the line items in the BOQ, click the tickbox in the 'Item Number' header of the data table. 
     OR
   • To select individual line items, mark the tickbox(es) in the 'Item Number' column for the desired line item(s). 
2. In the Bill of Quantities, click the Edit button. 
3. Optional: If you are a payment application administrator who wants to set the retention for the payment application, do the following: 
   • Mark one or more Item Number tickboxes. Then click the pencil icon above the data table in the Bill of Quantities. 
     This opens the Edit pane on the right side of the page. 
   • Enter the retention values to apply to the selected line item(s):
     • Work Retention This Period (%). Enter a percentage amount to indicate the percentage of work retention to be released this billing period. 
     • Retention Released. Enter a percentage amount to indicate the percentage of retention released.
     • Materials Retention (%). Enter a percentage amount to indicate the percentage of work retention to be released this billing period. 
   • Click Apply. 
4. Choose from these options for entering work retention:
   • Work Retention This Period (£). Shows the currency amount for the work retention this period. The value that appears here is based on your entry in the 'Work Completed this Period' column. An entry in this cell lets Procore automatically calculate the percentage value in the 'Work Retention This Period (%)' column. 
     OR
   • Work Retention This Period (%). Enter a percentage amount for the work retention that you are requesting to be released this period. An entry in this cell lets Procore automatically calculate the currency value in the 'Work Retention This Period (£)' column. 
5. In the Total Retention Released column, enter the total amount of work retention being requested for release on the line item. 
6. Choose from these options for entering materials retention: 
   • Materials Retention (£). Enter a currency amount for the material retention that you are requesting to be released this period. The value that appears here is based on your entries in the New Materials Stored and Previous Materials Stored columns. An entry in this cell lets Procore automatically calculate the percentage value in the 'Materials Retention This Period (%)' column. 
     OR
   • Materials Retention (%). Enter a percentage amount for the material retention that you are requesting to be released this period. The value that appears here is based on your entries in the New Materials Stored and Previous Materials Stored columns. An entry in this cell lets Procore automatically calculate the percentage value in the 'Materials Retention This Period (%)' column. 
7. In the Total Retention column, Procore calculates the sum of the 'Work Retention This Period (£)' amount plus the 'Materials Retention (£)' amount to represent the total retention amount on the payment application. 

1. Scroll to the 'Attachments' section. 
2. Choose from these options:
   • Click the Attach Files button. This opens the Attach Files dialogue box, where you can upload files from your computer. Click the Attach button when finished. 
     OR
   • Use a drag-and-drop operation to move the files from your computer or network into the 'Attachments area'. 

Click the Save button at the bottom of the 'New Payment application' page. 
Note: If workflows are turned on for subcontractor payment applications, you can also choose 'Save as Draft' to save your work and stay in the same workflow step.