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Set Retainage on a Subcontractor Invoice as an Invoice Administrator in the Progress Billings Tool

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 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 retainage on a subcontractor invoice as an invoice administrator from 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

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments tool.
       Note
      If you are the 'Invoice Contact' who works for the 'Contract Company' (the person or company performing the work), you do NOT have the ability to set retainage on a contract. However, you can request to release retainage on an invoice. For instructions, see Request to Release Retainage on an Invoice as an Invoice Contact.
  • Additional Information:
    • To set retention on a subcontractor payment application, the payment application must be in the 'Draft' status. 
    • To set the same percentage of retention on all line items in the payment application, enter a value to apply to all line items in the payment application.
    • To release retainage on all line items, enter a value to apply to all line items. This moves the desired percentage from the 'Currently Retained' column to the 'Released This Period' column. 
    • For customers in Australia flag-australia.png, you can also manage withholding using the sliding scale retention feature. To learn more, see What is sliding scale retention?

Prerequisites

Steps

  1. Navigate to the project's Progress Billings tool. 
  2. Click the Subcontractor tab. 
  3. Locate the payment application that you want to work with. Then click the Payment application # link to open it.  
     Note
    To set retention on a subcontractor payment application, the payment application must be in the 'Draft' status. 
  4. Choose between these options:

Set Retention on All Line Items

To set the same retention percentage on all of the payment application's line items, do the following in the 'Set Retention on All Line Items' boxes in the sidebar. 

Set Retention for Work Completed

  1. In the payment application click the Detail tab.
  2. Click the Edit button. 
  3. In the invoice's sidebar, enter a percentage value in the Work Completed box.

    set-retainage-work-completed.png
     
  4. Click the Set button. 
  5. In the confirmation dialogue box that appears, click OK. 
    In a few moments, the 'Line Items' table refreshes to show the updated percentage in the 'Work Retention' column.
  6. Repeat the steps above for any other line items. 
  7. Save your updates using one of these options:
    • To save the payment application, click  Save. 
    • To save the payment application and place it in the 'Under Review' status, click Submit for Review.  
Example

After you update the percentage, Procore updates the 'Work Retention' columns in the 'Line Items' table of the payment application: 

  • The '%' column updates to show the 5% entered in the steps above. 
  • The '$' column automatically calculates the amount to be withheld on each line item. The amount in this column is 5% of the amount entered in the 'Work Completed - This Period' column of the payment application. 

The illustration below shows you how the column data is updated in the 'Line Items' table. 

line-items-work-retainage-set.png

Set Retention for Materials Stored

  1. In the payment application click the Detail tab.
  2. Click the Edit button. 
  3. In the invoice's sidebar, enter a percentage value in the Materials Stored box.

    set-retainage-materials-stored-percent.png
     
  4. Click the Set button. 
  5. In the confirmation dialogue box that appears, click OK. 
    In a few moments, the 'Line Items' table refreshes to show the updated percentage in the 'Work Retention' column.
  6. Repeat the steps above for any other line items. 
  7. Save your updates using one of these options:
    • To save the payment application, click  Save. 
    • To save the payment application and place it in the 'Under Review' status, click Submit for Review.  
Example

After you update the percentage, Procore updates the 'Materials Retention' columns in the 'Line Items' table of the payment application: 

  • The '%' column updates to show the 5% entered in the steps above.
  • The '$' column automatically calculates the amount to be withheld on each line item. The amount in this column is 5% of the amount entered in the 'Materials Presently Stored' column of the payment application. 

The illustration below shows you how the column data is updated in the 'Line Items' table. 

line-items-work-retainage-columns.png

Set Retention on Specific Line Items

If you want to set different retention amounts on specific line items, choose from these options:

Set Work Retention on Specific Line Items

  1. In the payment application, click the Detail tab. 
  2. Click the Edit button. 
  3. In the 'Line Items' table, locate the line item to update. 
  4. Scroll to the 'Retention' columns.
  5. Under the 'Work Retention' section in the % column on the line item, enter the percentage value. 
    Procore automatically updates the monetary amount that appears in the $ column.
  6. Repeat the steps above for any other line items. 
  7. Save your updates using one (1) of these options:
    • To save the payment application, click  Save. 
    • To save the payment application and place it in the 'Under Review' status, click Submit for Review.  
      Example

      In this example, we changed the entry in the % column from 5% to 10% in a single line item. Note how Procore automatically updated the withholding amount from the previous 'Work Retention' example above from £25.00 to £50.00.

      work-retainage-single-line-item.png

Set Materials Retention on Specific Line Items

  1. In the payment application, click the Detail tab. 
  2. Click the Edit button. 
  3. In the 'Line Items' table, locate the line item to update. 
  4. Scroll to the 'Retention' columns.
  5. Under the 'Materials Retention' section in the % column on the line item, enter the percentage value. 
    Procore automatically updates the monetary amount that appears in the $ column.
  6. Repeat the steps above for any other line items. 
  7. Save your updates using one (1) of these options:
    • To save the payment application, click  Save. 
    • To save the payment application and place it in the 'Under Review' status, click Submit for Review.
Example

In this example, we changed the entry in the '%' column from 5% to 10% in a single line item. Note how Procore automatically updated the withholding amount in the '$' column from the previous 'Materials Retention' example above from £25.00 to £50.00.

materials-retainage-single-line-item.png