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Submit a New Progress Claim as a Progress Claim Contact

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 Important
If you are a progress claim contact for a General Contractor using Procore Pay, see Send a New Progress Claim as a Progress Claim Contact using Procore Pay instead of the steps below. 

Objective

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

Background

After creating a new billing period, an progress claim administrator can send an 'Invite to Bill to the progress claim contact on a commitment. The invite reminds the contact to submit their progress claim by the Open billing period's due date. The invite's subject line reads "Project Name: User Name has invited you to bill." Progress Claim contacts can either accept or decline the invite. Use the steps below when you accept the invite. 

 Tips
  • Is your 'Invite to Bill' lost or missing? If you are a progress claim contact, follow the steps in this tutorial to respond to an invite with the Project Level Commitments tool.  
  • Didn't receive an 'Invite to Bill'?  Always confirm with the party that contracted your services for the alternative action to take:

Things to Consider

Steps

Step 1: Respond to an Invite to Bill

There are two ways to respond to an 'Invite to Bill' as a progress claim contact: (1) from the 'Invite to Bill' email or (2) from the upstream collaborator's Project level Commitments tool. Use the second option when you know you have progress claim contact permissions but the 'Invite to Bill' is missing or lost.

When responding to an invite, you can accept or decline it as follows:

  • To respond to an 'Invite to Bill' email: Show/Hide      
      1. Open your email Inbox. 
      2. Look for the email message with the subject line, " "Project Name: User Name has invited you to bill." 
      3. Open the 'Invite to Bill'. 

        invite-to-bill.png
         
      4. Review the Progress Claim Details:
        • Commitment. Shows the commitment number and name. 
        • Progress Claim Type. Shows the progress claim type. See Configure Settings: Invoicing. 
        • Billing Period. The date range for the Open billing period. 
        • Invited By. The first and last name of the sender. Typically, this is the progress claim administrator. 
        • Due Date. The date your progress claim is due. Progress Claim contacts cannot create or submit a progress claim in the Procore project after this date.  
      5. Click one of these buttons to respond to the Do you want to bill this period? prompt:
        • Yes. Accept the invite and submit a progress claim. This changes the progress claim status to Accepted. Continue with the steps in Submit a New Progress Claim as a Progress Claim Contact.
        • No. Decline the invite if you don't want to submit a progress claim for the Open billing period. This changes the progress claim status to Declined.  
  • To respond to an 'Invite to Bill' in the Commitments tool: Show/Hide      
    1. Navigate to the project's Commitments tool. 
    2. Locate the commitment to which you were added as a progress claim contact. 
    3. Under Do you Want to Bill this Period?, indicate your intent to submit a progress claim by clicking the Yes button. 
      do-you-want-to-bill-this-period.png
    4. Click the Post Response button. 
 Tip

Can't find your 'Invite to Bill' or uncertain if one was sent?  A progress claim contact always has sufficient permissions to create a new progress claim for an open billing period in the upstream collaborator's Procore project. See Create a New Progress Claim as a Progress Claim Contact.

Step 2: Enter a Progress Claim Number

  1. Enter a progress claim number in the Progress Claim Number box. 
     Note

    Important things to note about the Progress Claim # field:

    • An Progress Claim # is NOT required to save a progress claim. You can leave this field blank.
    • An Progress Claim # is a free-form entry field that lets progress claim contacts enter a reference number that corresponds with their own progress claim numbering system.
    • A duplicate Progress Claim # on a commitment is NOT permitted. On one commitment, every progress claim must have a unique Progress Claim #. 
    • An Progress Claim # does NOT automatically populate on head contract progress claim. See How does Procore automatically complete amounts on an upstream progress claim?
  2. Verify the billing period dates set by the progress claim administrator:
    • 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. 
  3. Continue with the next step. 

Step 3: 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 4: 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 5: 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 6: 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.