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(Beta) Set or Release Retainage on a Subcontractor Invoice from the Progress Billings Tool

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 Phased Release: Modernised Subcontractor Payment application Experience
This page details the modernised subcontractor payment application experience. 
 Note
If you have the generally available version of subcontractor invoices, see Set or Release Retainage on a Subcontractor Invoice instead of the ones below.
 Limited Release
flag-us.png flag-canada.png The Progress Billings tool is only available to Procore customers in the United States and Canada who have implemented the Procore for Speciality Contractors point-of-view dictionary. To learn more, see (Limited Release) Owners & Speciality Contractors Point-of-View Dictionary Options. 

Objective

To set or release retainage for line items on a subcontractor invoice 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 retainage when editing an invoice 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. Invoice 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 an Invoice Contact and Submit a New Invoice as an Invoice 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 'Schedule of Values' section.

    sub-invoice-edit-sov-button.png

Set and Release Retention on BOQ Line Items