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Create a Subcontractor Progress Claim for the Release of Retention

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 Legacy Content

This tutorial details Procore's legacy experience for creating a subcontractor invoice for the release of retainage. The information on this page will be replaced with updated content when the redesigned subcontrator invoice beta experience is generally available. To learn about this release and its timeline, see Financial Management: New Admin View for Subcontractor Invoices.

Important! If you are using the subcontractor progress claim beta experience, please see the Create a Progress Claim for Release of Retention tutorial under the Invoicing tool instead of the information below.

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 progress claim. 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 progress claim and to set and release retention before, during or after the current billing period, 'Admin' level permissions on the project's Commitments tool.
    • To create a progress claim and to release retention 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. Progress Claim contacts are automatically added to the 'Private' drop-down list on the contract.
  • Additional Information:
    • To set the same percentage of retention on all line items in the progress claim, enter a value to apply to all line items in the progress claim.
    • To release retention 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?

Steps

Step 1: Create a 'Draft' Progress Claim

  1. Navigate to the project's Commitments tool. 
  2. Under the Contracts tab, locate the contract in the table. Then, click the Number link to open it.  


     
  3. Click the Create Progress Claim button. 
  4. In the 'Create New Progress Claim' page, do the following:


     
    1. Billing Period: Select a billing period from the drop-down list. By default, Procore displays the current billing period if it has been created. To learn how to create a billing period, see Create Manual Billing Periods and Create Automatic Billing Periods.
    2. Progress Claim #: Enter a progress claim number in this box. This is a free-form text field, so you can enter any combination of alphanumeric characters that you want. 
    3. Progress Claim Start: Select a date from the calendar control. By default, Procore displays the start date set for the current billing period. 
    4. Progress Claim End: Select a date from the calendar control. By default, Procore displays the end date set for the current billing period. 
    5. Billing Date: Select a date from the calendar control. By default, Procore displays the billing date set for the current billing period. 
    6. Status: Select a status from the drop-down list. By default, new progress claims are assigned the 'Draft' status. 
    7. Payment Date: Select a payment date from the calendar control. 
    8. Submitted: Select a date from the calendar control to represent the date the progress claim was submitted for payment. 
    9. Contract Company. Displays the 'Contract Company' assigned to the contract associated with this progress claim. To change this field, you must edit the date in the contract. 
  5. In the 'Attachments' field, choose from these options:
    • Attach Files. Click this button to add any attachment(s) using the appropriate option in the shortcut menu. 
    • Drag and Drop File(s). Use a drag-and-drop operation to attach any files from your computer to the progress claim. 
  6. Click Save.

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. Scroll to the 'Retention' section on the right side of the table. 
  4. Under the 'Released this Period' section, do the following:
    • Work Retention. Enter the amount that you are requesting to be released during this billing period using the currency format.  
    • Materials Retention. Enter the amount that you are requesting to be released during this billing period using the currency format. 
       Note
      • The 'Work Retention' and 'Materials Retention' columns under the 'Currently Retained' section show the amount of money that the upstream contractor is currently withholding from the downstream contractor.
      • When you enter amounts in the 'Released this Period' columns, notice that Procore automatically adjusts the values that appear in the 'Currently Retained' columns for you. 

      enter-released-this-period.png
  5. Optional: If the upstream contract 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 Proposed Amount 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. 
  6. Click the Save button. 

Step 3: Export and Sign the Progress Claim Detail PDF

If the upstream contractor requires you to sign the 'Detail' information in the progress claim, 

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


     
  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.