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Procore Support (en-au)

Create an Progress Claim on Behalf of a Subcontractor

Objective

To create the progress claim for request of payment.

Background

In Procore, there are two types of financial commitments that end users can create: (1) a purchase order, which a legal request to order a good or service from a buyer and (2) a subcontract, which defines the legally agreed-upon pricing and conditions of the purchase. Related to purchasing, is the progress claim, which is a legal statement issued by a seller to a buyer. The progress claim lists the types and quantities of the goods (e.g., equipment, materials and so on) and/or services (e.g., inspections, installations and so on) that were provided. It often accompanies a bill, which specifies the total monetary amount due in exchange for the goods supplied/services rendered. In many organizations, a purchase order is commonly initiated for smaller monetary amounts and a subcontract is initiated when the value of the goods/services is higher.

In a Procore project, progress claims for both purchase orders and subcontracts can be created in the project's Commitments tool.  They are also formatted in a typical progress claiming format with a cover page and a detail line item page.  

Things to Consider

  • Required User Permission:
    • To create a subcontractor progress claim, 'Admin' on the project's Commitments tool. 
    • To create a subcontractor progress claim for an open billing period, 'Standard' on the project's Commitments tool and you must be the designated progress claim contact on the commitment. See Create Progress Claim Contacts.
       Notes
      • User permissions are NOT managed in the project's Invoicing tool. Instead, the Invoicing tool is designed for users with 'Admin' level permissions on the Prime Contracts and/or Commitments tool. 
      • If you are a collaborator (for example, an invoice contact for a subcontracting company that is performing work for a general contractor managing your contract in Procore), your ability to perform invoice-related tasks is determined by the project team that controls these settings for your Procore user account: 
        • Your user account's permissions on the project's Commitments and/or Prime Contracts tool.
        • Your membership on the 'Private' list of a specific prime contract, purchase order, or subcontract.
        • Your designation as an 'Invoice Contact' on a prime contract, purchase order, or commitment.
      • To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.
  • Additional Information:
    • Progress Claims can be created for both types of commitments (i.e., purchase orders or subcontracts).
    • Subcontractors (a.k.a., "commitment vendors") can either (1) ask someone with sufficient access permission to create the progress claim on their behalf or, (2) follow the steps in Create and Submit an Progress Claim as a Subcontractor.
    • You can only edit the billed amounts on the most recent progress claim.
    • 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 Progress Claim tool’s configuration settings. See Configure Settings: Progress Claims.

Training Video

Steps

  1. Navigate to the project's Invoicing tool. 
  2. Click Create Progress Claim.
    Notes:
    • The Period Start, Period End, and Billing Date that appear correspond to the billing period. See How do I create a billing period for an progress claim?
    • Users with 'Admin' permission can select any billing period.
    • Users with 'Standard' permission can only select a billing period that does NOT have an progress claim associated with it. 
  3. Optional. Enter the progress claim number.
  4. If you are an 'Admin' user, select one of the following statuses from the list:
    • Draft. The progress claim still needs to be approved. Costs are not reflected in the budget.
    • Under Review. The progress claim is currently being reviewed by an approver. Costs are not reflected in the budget.
    • Revise & Resubmit. The progress claim needs to be reviewed and resubmitted. Costs are not reflected in the budget. 
    • Pending Owner Approval. The progress claim is waiting to be approved by the owner. Costs are not reflected in the budget.
    • Approved as Noted. This progress claim is approved. This amount is NOT reflected in the  budget.
    • Approved. This amount is reflected in the 'Job to Date Costs' column in the budget.
      Notes:
      • When the commitment company creates the Progress Claim (or when you create on their behalf), you can change the status to "Under Review" when it is ready for review. The reviewer can then mark it as "Approved" or as "Revise and Resubmit" accordingly.
      • 'Standard' level users can only edit progress claims with the status set to 'Draft' or 'Revise & Resubmit'. 
      • These statuses reflect the budget in the ways listed above for the Procore Standard Budget View. To create or modify views, see Set up a New Budget View.
  5. Attach any required backup documentation (e.g. lien waivers or releases).
  6. Click Save.
     

For Commitments Formatted as Unit Quantity

On the Detail tab, for Progress Claims Formatted as Unit Quantity.

  1. Fill out the following fields for each line items that will be paid for by the progress claim:
    For Progress Claims Formatted as Unit Quantity
    • This Period (qty): Enter the quantity for each line item. The total dollar amount will automatically be calculated. 
    • Retained This Period (%) (Admin only): Enter a retention percentage for the progress claim's period. (Note: You can also set the retention on all line items by entering a value in the right sidebar and clicking Set.)
    • Released This Period ($): Enter the dollar amount of retention to be released this period.
  2. If you want to add an approved commitment variation to the progress claim, click Add to Progress Claim next to the variation in the Approved Commitment Variations to Add to this Progress Claim section.
    The entry and editing of the variations will always occur at the line item level of detail.  You can select a different level of detail for how variations will be displayed on the detail page of the Progress Claim when being viewed or exported from Procore.  See Edit the Advanced Settings Tab on a Commitment.
  3. To save your changes, click Save

For Commitments Formatted as Amount Based

On the Detail sub tab, for Progress Claims Formatted as Amount Based.

  1. Fill out the following fields for each line item(s) 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 were 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 in Procore?
    • Work Retention (%) Retained This Period (Admin only): Enter a percentage for work retained for this pay period. (Note: You can also set retention on all line items by entering a value into the right sidebar and clicking Set.)
    • Material Retention (%) Retained This Period (Admin only): Enter the percentage for materials retained this period. (Note: You can also set retention on all line items by entering a value into the right sidebar and clicking Set.)
    • Work Retention ($) Released this Period: Enter the dollar amount of work retention to be released this period. 
    • Materials Retention ($) Released This Period: Enter the dollar amount of materials retention to be released this period.
  2. 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. In order for this column to appear, the payment program feature must be enabled in the Progress Claim tool’s configuration settings. See Configure Settings: Progress Claims.
  3. If you want to add an approved commitment variation to the progress claim, click Add to Progress Claim next to the variation in the Approved Commitment Variations to Add to this Progress Claim section. 
    The entry and editing of the variations will always occur at the line item level of detail. You can select a different level of detail for how variations will be displayed on the detail page of the Progress Claim when being viewed or exported from Procore. See Edit the Advanced Settings Tab on a Commitment.
  4. To save your changes, click Save.
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