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Submit a New Progress Claim as a Progress Claim Contact

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 Legacy Content

This tutorial details Procore's legacy experience for submitting a new invoice as an invoice contact. 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 Submit a New Progress Claim as a Progress Claim Contact tutorial under the Invoicing tool instead of the information below.

Objective

To submit a new subcontractor progress claim as an progress claim contact after accepting an 'Invite to Bill.' 

Background

If you are the designated progress claim contact for a purchase order or subcontract, the company you are performing work for creates a billing period to define the 'Due Date' for submitting your progress claim. Once the billing period is created, the progress claim manager has the option to send you an email message with the subject line, "Project Name: User Name has invited you to bill." This invite is a courtesy reminder to help ensure that you create and submit your progress claim before the due date. 

Things to Consider

  • Required User Permissions:
    • To create a new subcontractor progress claim in response to an 'Invite to Bill' before the 'Due Date' of the billing period, 'Read Only' level permissions on the project's Commitments tool and you must be the designated 'Invoice Contact' on the purchase order or subcontract.
       Notes
      • Adding a progress claim contact to a purchase order or subcontract also adds the person to the 'Private' list.
      • If you are the designated progress claim contact and want to submit a progress claim after the 'Due Date,' you must contact the company you performed the work for to request that they create the progress claim on your behalf. See Create a Progress Claim on Behalf of a Progress Claim Contact. Progress Claim contacts cannot submit progress claims in Procore after the due date passes. 
      • If you are the designated progress claim contact and cannot find the 'Invite to Bill' that you were sent, you do NOT need the email message to create a new progress claim. As long as it is before the 'Due Date', you can log in to Procore and navigate to the Commitments tool to create the new progress claim for the purchase order or subcontract.

Prerequisites

Steps

Step 1: Enter a Progress Claim Number

 Notes
  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. 
    This opens the 'Create New Progress Claim' page. 
  4. Enter a progress claim number in the Progress Claim Number box. 
     Note
    • Progress Claim # is NOT a required field, you can leave this field blank.
    • Typically, Procore users use this freeform field to enter a reference number corresponding to the downstream collaborator's progress claim number. If you enter an 'Invoice #', it must be unique from all other progress claims created for the corresponding commitment contract. If you attempt to enter a duplicate number, a RED warning banner appears across the top of the page to remind you to enter a unique number. 
    • Procore does NOT automatically complete the 'Invoice #' entered here on associated upstream progress claims. To which fields are automatically completed, see How does Procore automatically complete amounts on an upstream progress claim?
  5. Verify the information in the following fields. Procore automatically completes the following dates for you:
     Note
    Your progress claim's billing period dates are set by the payor's progress claim administrator. If you are submitting a progress claim for a different billing period, you can select from a list of existing billing periods. All billing period fields are required.
    • Billing Date
      Indicates the due date for the billing period. 
    • Period Start
      Indicates the start date for the billing period. 
    • Period End
      Indicates the end date for the billing period. 
  6. Continue with the next step. 

Step 2: Update the Schedule of Values

  1. Scroll to the Complete Schedule of Values section.
    The data entry format depends on the accounting method set on the commitment by the progress claim administrator. See How do I set the accounting method for a contract or funding?
  2. Choose the method below that corresponds to what you see on the screen:
    • Amount-Based Accounting Method
      1. Choose one of these entry options:
        • Percentage (%). Enter the percentage of work completed for this progress claim's billing. An entry here automatically updates the value in the 'From This Period' column for you. 
          OR
        • From This Period. Enter the dollar amount of work completed for this progress claim's billing period.
          AND
      2. Enter a dollar amount in the Materials Presently Stored field. This value remains in this column on future progress claims. On a future progress claim, you can update the 'From This Period' column to reflect any new work completed for that progress claim's billing period.  
      3. Update your approved commitment variations and add any attachments to your progress claim now.
    • Unit/Quantity-Based Accounting Method
      1. Choose one of these entry options:
        • Enter the percentage complete in the % box. Procore automatically updates the 'Quantity' and 'Value' columns. 
          OR
        • Enter an amount in the Quantity box. Procore automatically updates the '%' and 'Value' columns. 
      2. Optional. If you need to release retention, enter the dollar amount of retention that you're requesting to be released on this progress claim in the Released this Period field. 
  3. Continue with the next step.

Step 3: Update Approved Commitment Variations

  1. Scroll to the Approved Commitment Variations section.
  2. Enter the dollar amount or percentage complete for each line item. 
    Only variations in the Approved status appear here. See Approve or Reject Commitment Variations.
  3. Continue with the next step.

Step 4: Add Attachments

If you have any files to add as an attachment to the progress claim, you can add them now. For example, you might be required to add a lien waiver or a signed PDF copy of the progress claim. 

  1. Scroll to the Attachments section.
  2. Click Attach Files.
  3. Upload any file attachments that you might be required to include with your progress claim.
     Tip
    Do you need to provide a signed PDF copy of the progress claim?  If yes, follow these steps in Export a Subcontractor Progress Claim. After you sign the PDF, you can use the steps above to attach it to your progress claim.
  4. Continue with the next step.

Step 5: Save or Submit a Progress Claim

If you are ready to submit the progress claim for review, you may do so now. If you want to submit the progress claim at a later time, you have the option to save the progress claim. Choose one (1) of these options:

  • If you are NOT ready to submit the progress claim, click Save. This sets the progress claim's status to Draft.
    OR
  • If you are ready to submit your progress claim to the payor for review, click Send. This automatically sets the progress claim's status to Under Review. Unless a progress claim administrator changes the status to Revise & Resubmit, you will NOT be permitted to edit the progress claim after you submit it.