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(Beta) Set or Release Retention on a Subcontractor Payment application from the Progress Billings Tool

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 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)

Objective

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

Background

In Procore, the term Retention refers to the practice of withholding of a portion of a contract amount until the work is deemed satisfactorily complete. The withheld amount is specified in an agreement between the contracting party (the party paying for the work) and a contracted party (the person or company performing the work).  A common 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

 Notes
  • Access permissions to the Payment applications & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding or Main Contracts tool. Procore tool names vary, depending on the point-of-view dictionary configured in Procore. See What tool names and terms are different in Procore for main contractors, owners and speciality contractors?
  • If you are a collaborator (for example, an payment application contact employed by a company performing work on a project managed in Procore, your ability to perform invoice-related tasks is determined by the Procore company account holder. Settings that the account holder may choose to provide to you include:
    • A Procore User account.
    • Access permissions to the project's Commitments and/or Client Contracts, Funding or Main Contracts tool.
    • Membership on the 'Private' list of a specific contract or funding
    • Designated as an 'Invoice Contact' on the contract or funding.
  • Required User Permissions:
    • To set and release retention when editing a payment application before, during or after the current billing period, 'Admin' level permissions on the project's Commitments tool.
    • OR
    • To release retention when editing a payment application during the current billing period only, 'Standard' level permissions on the project's Commitments tool and you must be the designated 'Invoice Contact' on the contract. Payment application contacts are automatically added to the 'Private' drop-down list on the contract. If you have these permissions, see these tutorials: Send an 'Invite to Bill' to a Payment Application Contact and Submit a New Payment application as a Payment Application Contact. 
      OR
    • Read about the alternative permissions option: Show/Hide  
      • Some Procore customers choose to grant external users access permissions to the project's Commitments tool to allow them to create payment applications. The following options is available, but NOT recommended: 
        • 'Read Only' level permission on the project's Commitments tool and designated as an 'Invoice Contact' ​​​​​​on the purchase order or subcontract. If users are granted these permissions, they have permission to modify the retention amount to release on a payment application before a billing period's 'Due Date'. 

Steps

Place the Payment application BOQ in Edit Mode

  1. Navigate to the project's Progress Billings tool.
  2. Click the Subcontractor tab. 
  3. In the table, locate the subcontractor payment application to edit. 
  4. Click the Payment application # link to open it. 
  5. Scroll to the Bill of Quantities section. 
  6. Click Edit in the lower right corner of the 'Bill of Quantities' section.

Set and Release Retention on BOQ Line Items