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Create a Subcontractor Progress Claim for the Release of Retention

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Objective

To create a subcontractor progress claim for the release of retention. 

Background

The first step in releasing retention on a project is to create a subcontractor invoice. There are two ways to create an progress claim in the Commitments tool: 

The steps below summarise how to create and submit an progress claim for releasing retention.

 Important
When creating an progress claim to release retention, it is important to ensure the progress claim is in the 'Draft' status before you enter the retention amounts on the progress claim's Detail tab. 

Things to Consider

  • Required User Permissions:
    • To create a subcontractor progress claim before or after the billing period's 'Due Date' has passed, 'Admin' level permissions on the project's Commitments tool. 
      OR
    • To create a subcontractor before the billing period's 'Due Date' has passed, 'Standard' level permissions on the project's Commitments tool and you must be added as a member of the 'Private' drop-down list in the purchase order or subcontract. This also lists your user name as an 'Progress Claim Contact' on the purchase order or subcontract. 
      AND
    • To release retention on a subcontractor progress claim, 'Standard' level permissions or higher on the project's Commitments tool.
       Notes
      To learn more about setting and releasing retention on a subcontractor progress claim, see Set or Release Retention on a Subcontractor Progress Claim.

Prerequisites

Steps

Step 1: Create a 'Draft' Progress Claim

  1. Navigate to the project's Commitments tool. 
  2. Under the Contracts tab, locate the purchase order or subcontract. Then click View.
  3. Click Create Progress Claim. 
  4. Enter the following information:
    1. Progress Claim #. Enter the progress claim number for the progress claim.
    2. Progress Claim Start. Shows the start of the billing period.  Billing periods are set up in Procore by the contracting party.
    3. Progress Claim End. Shows the end of the billing period.  Billing periods are set up in Procore by the contracting party.
    4. Billing Date. Shows billing date for the billing period.  Billing periods are set up in Procore by the contracting party.
       Note

      To learn more about billing periods in Procore, see Create Automatic Billing Periods and  Edit a Billing Period For Progress Claims.

  5. Click Save as Draft.

Step 2: Update the Retention Amounts Released this Period

 Important
Remember that when creating an progress claim to release retention, it is important to ensure the progress claim is in the 'Draft' status before you enter the retention amounts on the progress claim's Detail tab. If you are a subcontractor who has been invited to submit an progress claim and navigating to that progress claim from the invitation,  always check to make sure the progress claim is in the 'Draft' status.  
  1. Click the Detail tab in the subcontractor progress claim.
  2. Click Edit.
  3. Under the Retention - Released This Period column, do the following:
    • Work Retention. Enter the retention amount that you are requested to have released using the currency format.  
    • Materials Retention. Enter the retention amount being released using the currency format. 
       Tip
      Keep in mind that the values in the Currently Retained columns show the retention amounts being withheld by the contracting party. 
      released-this-period.png
  4. Optional. If the contracting party has enabled the 'Show Amounts Subcontractors Claim' setting in the Commitments tool, you will have the ability to enter amounts for the work being claimed for the billing period in the Subcontractor Claimed This Period column.
     Note
    The 'Show Amounts Subcontractors Claim' setting was designed for Procore clients in Australia and New Zealand. This provides construction businesses with the ability to create payment programs to facilitate progress claim approvals and claims of work performed by contractors. To learn more, see Create a Payment Program. 

     
  5. Click Save at the top of the table. 

Step 3: Sign the Progress Claim Detail PDF

If the contracting party requires you to sign the progress claim that you submit, do the following:

  1. In the progress claim, click the Detail tab. 

    progress claim-detail.png
     
  2. Click Export and choose the PDF option from the drop-down list. 
  3. Provide your signed subcontractor progress claim to the contracting party as per your contract terms.  
  4. Optional. If you would like to include a copy of your signed progress claim as an attachment, do this:
    • Click the Summary tab.
    • Click Edit. 
    • Scroll to the Attachments area and upload a copy of your signed progress claim. You may also attach supplemental documentation related to your progress claim, such as any lienwaivers.
  5. Click Save to save the progress claim as a 'Draft.'

Step 4: Save and Submit the Progress Claim

 Caution
  • Before submitting your progress claim, it is important to review it for accuracy and completeness. To learn how, see Review Progress Claims as a Subcontractor.
  • Once you submit the progress claim, you will NOT be able to make changes without contacting the contracting party to change your progress claim's status to Revise & Resubmit. 

When you are ready to submit your progress claim, click Submit for Review. This changes the progress claim's status to Under Review.

 

If you would like to learn more about Procore’s commitments software and how it can help your business, please visit our construction financials tool product page here.