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Procore (en-GB)

Add Non-Contract Payment Applications in Portfolio Financials

 Note
The information in this tutorial applies to accounts with the Portfolio Financials product in Procore. Reach out to your Procore point of contact for more information. 

Objective

To create an Payment Application Room in Portfolio Financials and add non-contract payment applications for the project.

Background

The Payment Application Room in Portfolio Financials is a place where you can record payment applications for cost items that do not require a contract. Payment Applications added here are recorded as lump sum and follow the same process as other payment applications, except that they are not against a programme of values on a contract. Unlike the Contract Room in Portfolio Financials, the Payment Application Room is only available on the Owner side and vendors do not share access. 

Things to Consider

  • Required User Permissions:
    • 'Full Access' to the project or higher.
  • Additional Information:
    • Important! The 'Payment Application Room' feature must be enabled for your organization's account. If you do not yet have this feature enabled, please reach out to your Procore point of contact.

Steps

To create an Payment Application Room:
  1. Navigate to the project's Cost Tracker on the Project Page.
  2. Locate a cost item that you want to add an payment application for.
  3. Click the arrow  icon for the cost item and select Add Non-Contract Invoices
    add-non-contract-payment applications.png
    This action creates the Invoice Room. Invoice Rooms have an Invoice Room  icon to differentiate from Contract Rooms and Bid Rooms.

    Note: You can see the overall budget for the cost item in the 'Overview' section.

    budget-amount.png
To add a new payment application to the Payment Application Room:
  1. Click Add Payment Application.

    add-payment application-to-payment application-room.png
     
  2. Enter a name and amount for the payment application and complete the other optional fields as necessary.
  3. Optional: Click Add Vendor to link a vendor. Linking a vendor does not share the Invoice Room portal with them, and only serves as a record of who the invoice is for.
  4. Optional: Click Add Document to attach a relevant document for the invoice.
  5. Click Submit.
    Note: After submitting the invoice, it will wait for approval or rejection.