About Subcontractor Progress Claims

Objective

To provide Procore users with information about subcontractor progress claims in Procore.

Background

Procore's Progress Claim Management product includes the Project level Invoicing tool, which supports two types of progress claims on a construction project:

Payable Progress Claims. In Procore, your accounts payable progress claims are called subcontractor progress claims. This tutorial provides you with an introduction to the subcontractor progress claim workflow in Procore. Payable progress claims are created in the project's Commitments tool, where your purchase orders and subcontracts are also created.
Receivable Progress Claims. In Procore, your accounts receivable progress claims are called owner progress claims. The receivable progress claim process works with the project's Head Contracts tool and also lets you base your owner progress claims on your subcontractor progress claims.

Procore's Progress Claim Management tools supports progress billing, so your team can incrementally collect, review and approve progress claims for the agreed upon progress milestones or billing cycles identified in your contracts.

The first step of the invoicing process is to create your purchase orders and subcontracts and to designate an progress claim contact for the subcontractors and vendors who will be billing you for the work they perform. The next step is for the person (or people) responsible for managing your project's progress claims to set up a billing period. In this documentation, we refer to that person as the progress claim administrator. A billing period allows you to organise your progress claims—monthly, weekly or a custom length.

For your project, you can choose to create the progress claims for your subcontractors and vendors or you have option to send your progress claim contacts an 'Invite to Bill'—which is a courtesy reminder to submit the progress claim by the due date. After the subcontractor progress claims are submitted, you can generate your project's owner progress claims based on your subcontractor progress claims.

Workflow

Steps

Create Your Subcontractor Progress Claims in Procore
Optional: Export Your Subcontractor Progress Claims to an Integrated ERP System

Create Your Subcontractor Progress Claims in Procore

The steps in the subcontractor progress claim workflow are designed for use by your team's progress claim administrator(s). You also have the option to either create all of your project's subcontractor progress claims on behalf of your progress claim contacts or to invite your progress claim contacts to submit their own progress claims:

Add at least one (1) progress claim contact to the purchase order or subcontract using one (1) of these tools:
- Commitments. For instructions, see Add Progress Claim Contacts to a Purchase Order or Subcontract.
- Invoicing. For instructions, see Add Progress Claim Contacts to a Purchase Order or Subcontract.
Create a billing period using the Invoicing tool:
- Create Manual Billing Periods
- Create Automatic Billing Periods
Decide who can create progress claims for your Procore project. Users have these choices:
- Create an progress claim on behalf of an 'Progress Claim Contact'
  Choose this option if you do NOT want to provide your collaborators with access permission to your Procore project. This option requires you to enter the progress claim information for your collaborators. For instructions, see Create an Progress Claim on Behalf of an Progress Claim Contact.
- Send an 'Invite to Bill' to an Progress Claim Contact
  Choose this option if you want your collaborators to create their own subcontractor progress claims. This option lets the designated 'Progress Claim Contact' on a commitment access the Create New Progress Claim form from an email invitation. For instructions, see Send an 'Invite to Bill' to an Progress Claim Contact.
  - If you receive an invite to bill, you can accept or decline the invite. See Accept or Decline an 'Invite to Bill' as an Progress Claim Contact.
    - If you accept the invite, you can then Submit a New Progress Claim as an Progress Claim Contact.
    - If you decline the invite, you will not create an progress claim for the billing period. See Accept or Decline an 'Invite to Bill' as an Progress Claim Contact.
After the progress claims are created, a user with 'Admin' level permissions must review it. See Review a Subcontractor Progress Claim as an 'Admin.'
- If you are an 'Progress Claim Contact' who has also been granted 'Standard' permission on a project's Commitments tool, you can check the status of the line items on your progress claim, see any comments left by the person who reviewed your progress claim submission and adjust those line item amounts as needed to resubmit your progress claim for another review. To learn more, see Revise & Resubmit an Progress Claim as an Progress Claim Contact.

Optional: Export Your Subcontractor Progress Claims to an Integrated ERP System

If your company is using one of Procore's ERP Integrations and you want to sync the subcontractor progress claims from your Procore project with an integrated ERP system, you first need to determine if subcontractor progress claim exports are supported. The list below details the ERP Integrations that support subcontractor progress claim exports.

ERP Integration Name	For instructions
Integration by Procore: Connects Procore to Viewpoint® Spectrum®	Subcontractor progress claims cannot be synced at this time.
Integration by Ryvit: Connects Procore to Viewpoint® Vista™	Subcontractor progress claims cannot be synced at this time.
Procore + Sage 100 Contractor®	Subcontractor progress claims cannot be synced at this time.
Procore + Sage 300 CRE®	Export Subcontractor Progress Claims from Procore to Sage 300 CRE®
Procore + QuickBooks®	Export Subcontractor Progress Claims from Procore to QuickBooks®