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Procore Support (en-au)

Submit an Progress Claim as a Subcontractor

Objective

To submit the progress claim as a subcontractor. 

Background

If you are a subcontractor on a project that is using Procore,  the head contractor has the option to send you an invitation to bill them for the work you performed or the goods and services you provided.  This invitation is sent to you by email. To submit a bill, use the Steps below. 

Things to Consider

  • Required User Permission:
    • To submit the progress claim whether or not the 'Due Date' for the billing period has passed, 'Admin' level permission on the Commitments tool. This permission is typically assigned to the head contractor.
      OR
    • To submit the progress claim before the 'Due Date', 'Standard' permission on the Commitments tool. This permission is typically assigned to a subcontractor. 
      AND
    • To submit the progress claim before the 'Due Date', 'Read-Only' permission on the Commitments tool. This permission is typically assigned to a subcontractor. 
      AND
  • Additional Information:
    • If you are a subcontractor, look for an email with "has invited you to bill" in the subject line. If you do not have a copy of the email and you know the billing period is open, see Submit from Commitment.

Prerequisites

Steps

Submit from Email

  1. If the contractor has issued you an invitation to submit a  bill, you'll receive an email notification like the one shown below.


     
  2. Under the Do you want to bill this period? area, choose one of the following:
    • If you want to submit the progress claim, click Yes. Then click Post Response and continue with step 3.
      OR
    • If you are not ready to submit the progress claim, click No. Then click Post Response
      Note: If you change your mind after posting your response, you can update your response to the invitation if the 'Due Date' has not yet passed and the contractor who sent you the invitation has the 'Billing Period' set to 'Open'. To do this, click Do you want to bill this period? again, choose Yes, and then click the Post Response button. 
  3. At the Create New Progress Claim page in Procore, the Period Start, Period End and Billing Date is pre-filled with what the contractor set. Enter the progress claim number, if applicable.
  4. In the Detail section, enter either your percent complete or amount complete for each line item in your original schedule of values. See For Commitments Formatted as Unit Quantity and For Commitments Formatted as Amount Based
  5. Enter the materials presently stored amount. This will be added to the percent complete for each line item. See For Commitments Formatted as Unit Quantity and For Commitments Formatted as Amount Based
  6. In the Approved Commitment Variations section, repeat the process for each variation's line items by entering the percent or amount complete for each line item. Any new approved variations will automatically be added here.
    Note: You can only bill by line item on variations that have been created after 11/6/2016.
  7. Attach any required backup documentation, such as lien waivers.
    • If the contractor requires the Progress Claim to be signed, complete the following steps:
      1. Click Save.
      2. Click Export and select PDF.
      3. Sign the PDF.
      4. Return to Procore and select the Summary tab.
      5. Click Edit.
      6. Attach the signed PDF.
  8. If you are not ready to submit to the contractor, click Save. This will set the status of the progress claim to "Draft." If you are ready to submit it to the contractor, click Submit for Review. This will set the status of the progress claim to "Under Review."
    Note: Once you submit the progress claim to the contractor, you will not be able to edit it unless the contractor changes the status to Revise & Resubmit. 

Submit from Commitment

  1. Navigate to the commitment you want to create the progress claim for.
  2. Click + Create Progress Claim.
  3. Complete steps #2-8 above. 

For Commitments Formatted as Unit Quantity

  1. Fill out the following fields for each line item that will be paid for by the progress claim:
    • This Period (qty): Enter the quantity for each line item for this period and the dollar value will automatically be calculated. If you prefer to enter a percentage value for work completed instead, enter the percent and the quantity for this period and the dollar value will automatically be calculated.  
  2. If you need to release retention:
    1. Complete Steps 6 & 7 above.
    2. Click Save.
    3. In the Detail subtab, click Edit.
    4. Released this Period ($): Enter the dollar amount of retention to be released this period.
    5. Finish Step 8 above.
  3. To save the progress claim, click Save. To submit it for review, click Submit for Review

    For Commitments Formatted as Amount Based:

    1. Fill out the following fields for each line item that will be paid for by the progress claim:
    • Work Completed (This Period): Enter the dollar amount of work completed in the progress claim's pay period. If you prefer to enter a percentage value of work completed instead, click the calculator icon and enter the percentage and click Save. Procore will automatically translate the percentage of work into the equivalent dollar amount. 
    • Materials Presently Stored: Enter the dollar amount of materials presently stored on the worksite or nearby storage facility that was not included in the costs for "Work Completed" (D and E ) columns. Please note that the values entered here will remain in this column on future progress claims until it is manually moved to Work Completed. See How do I bill for Stored Materials? for more information.
    1. If the contractor will create a payment program once the progress claim is approved, enter the amounts for the work you are claiming this period in the Subcontractor Claimed This Period column of the progress claim detail. In order for this column to appear, the payment program feature must be enabled in the Commitment tool’s configuration settings. See Configure Settings: Commitments.
    2. If you need to release retention:
      1. Complete Steps 6 & 7 above.
      2. Click Save.
      3. In the Detail subtab, click Edit.
      4. Released this Period - Work Retention ($): Enter the dollar value of work retention to be released this period.
      5. Released this Period - Materials Retention ($): Enter the dollar value of materials retention to be released this period.
      6. Finish Step 8 above.
    3. To save the progress claim, click Save. To submit it for review, click Submit for Review

See Also

 

 

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