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. Subcontractor progress claims are created in the project's Commitments tool within your project's purchase orders and subcontracts. They are used by your downstream collaborators or submitted by you on behalf of your downstrem collaborators, to request paymen for the work they perform on your project. See What is an downstream collaborator?
- Receivable Progress Claims. In Procore, your accounts receivable progress claims are called head contract progress claim. Head contract progress claim are created in the project's Head Contracts tool within your project's head contracts. They are used by your team to bill for the work you perform for your upstream collaborator(s). See What is an upstream collaborator?
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 inital steps in the invoicing process are:
- Create the purchase orders and subcontracts for your project (see Create a Commitment). To incorporate Procore's Progress Claim Management tools in your environment, you must designate an progress claim contact for your collaborators on a commitment. In this scenario, your downstream collaborators are the contractors, subcontractors, vendors and suppliers who will be billing you for the work they perform on your project.
- Set up a billing period in your Procore project using Procore's Invoicing tool. In this documentation, we refer to the person responsible for managing the invoicing process as the progress claim administrator. The progress claim administrator creates billing period to organise all of your progress claims. Billing periods can be created monthly, weekly or a custom length.
- Decide who will have permission to submit progress claims on your project—your team or your collaborators. You can choose to create progress claims on behalf of your collaborators or you have the option to send your collaborator's progress claim contacts an 'Invite to Bill'—which is a courtesy reminder sent by email to submit a progress claim for work performed by the due date. Once all of the subcontractor progress claims are submitted, you can generate your project's head contract progress claim 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
In Procore, a subcontractor progress claim is considered a downstream progress claim. The basic steps for creating progress claims in Procore include:
| Step | Description | Learn More |
|---|---|---|
| Decide who can create progress claims in your environment | Decide which option is a fit for your Procore project environment: (1) Grant access permissions to provide downstream collaborators with the ability to submit their own progress claims in Procore. These users are called progress claim contacts. (2) Collect paper or digital progress claims from your downstream collaborators and require your team members to create progress claims. |
What do we need to consider before allowing downstream collaborators to submit progress claims in Procore? |
| Create your project's commitment contracts | Create the commitments on your project. Downstream progress claims can only be created from an existing commitment. | Create Commitments |
| Optional: Add progress claim contacts to your commitments | Optional: If you decide to let downstream collaborators submit their own progress claims, you must add the appropriate progress claim contact to each commitment. | Add Progress Claim Contacts to a Purchase Order or Subcontract 1 |
| Create a billing period for your progress claims | Create a billing period, which defines the start, end and billing date for a progress claim. | Create Manual Billing Periods or Create Automatic Billing Periods 2 |
| Optional: Invite progress claim contacts to submit progress claims | Optional: If an progress claim contact is submitting their own progress claim, send them an invite to bill. | Send an 'Invite to Bill' to a Progress Claim Contact 2 |
| Submit progress claims by the billing date | Optional: If an progress claim contact is submitting their own progress claim, show them how to respond to an invite to bill. See Accept or Decline an 'Invite to Bill' as a Progress Claim Contact. 2 Then ask them to complete the steps in Submit a New Progress Claim as a Progress Claim Contact. 2 If an progress claim administrator is submitting a progress claim, follow the steps in Create a Subcontractor Progress Claim on Behalf of a Progress Claim Contact. 2 |
Create a Subcontractor Progress Claim 2 |
| Review submitted progress claims | Once submitted, an progress claim administrator can review each line item on the progress claim's Schedule of Values and either approve or reject each line item. If one (1) or more line item is rejected, uses can Review a Subcontractor Progress Claim as an Admin. 2 If all line items are approved, you can change the progress claim status to 'Approved'. | Review a Subcontractor Progress Claim as an Admin 2 |
| Revise and resubmit progress claims | If an progress claim administrator rejects one (1) or more progress claim line items, users can make fixes and corrections until all the line items on the progress claim's Schedule of Values are approved. | Revise & Resubmit a Progress Claim as a Progress Claim Contact 2 |
1 You can also add progress claim contacts using the Project level Commitments tool. See Add Progress Claim Contacts to a Purchase Order or Subcontract.
2 
These tasks can also be completed with the Progress Billings tool. The Progress Billings tool is only available to Procore customers in the United States and Canada who have implemented the Procore for Speciality Contractors point-of-view dictionary. To learn more, see (Limited Release) Owners & Speciality Contractors Point-of-View Dictionary Options.
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.