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Create a Subcontractor Progress Claim on Behalf of a Progress Claim Contact

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 For Procore Customers in the United States

flag-us.png  When your company applies the 'Owners English' or 'Specialty Contractors English' point-of-view dictionary, you'll see different tool names and term changes in the user interface. Learn how to apply the dictionary options. 

  • To learn the differences: Show/Hide      

    • This table shows the differences in tool names (bold) and terms across the point-of-view dictionaries for Project Financials. These dictionaries are available in US English only. The default dictionary is designed for head contractors, which means that you will need to work with your Procore Administrator at your company and your Procore point of contact to access the other dictionary options. 

      Head Contractors

      English (United States) - Default

      Owners

      English (Owner Terminology V2)

      Subcontractors

      English (Speciality Contractor Terminology)
      Progress Claiming Progress Claiming Progress Billings
      Owner-developer Funding Owner-developer
      Owner/Client Owner/Client HC/Client
      Head Contract Variation Funding Variation Client Contract Variation
      Head Contracts Funding Client Contracts
      Revenue Funding Revenue
      Subcontract Contract Subcontract
      Subcontractor Contractor Subcontractor
      Subcontractor Schedule of Values (SSOV) Contractor Schedule of Values (CSOV) Subcontractor Schedule of Values (SSOV)

Objective

To create a downstream progress claim as an progress claim administrator on behalf of an progress claim contact. 

Background

If your company or project doesn't want to grant external collaborators access permission to your Procore project so they can submit their own progress claims, your team can collect the digital or paper progress claims from your progress claim contacts outside of Procore. Once collected, progress claim administrators can create them in Procore on each progress claim contact's behalf. 

Things to Consider

  • Required User Permissions
  • Additional Information:
    • A progress claim administrator can:
      • Create progress claims for all of a project's commitments.
      • Edit amounts on a Schedule of Values when the progress claim is in the Draft or Revise & Resubmit status. When multiple progress claims exist for one commitment during one billing period, you can only amounts on the latest progress claim.
      • For users legally required to provide claimants with a payment program, see  Export a Payment Program.
      • Revise the 'Payment Due Date' on the progress claim for Early Pay Programs.

Prerequisites

To perform the Steps in this tutorial, the progress claim's commitment must have:

In addition, a progress claim administrator must create a billing period for the progress claim. See Manage Billing Periods. 

Steps

  1. Open the New Progress Claim Page
  2. Update the General Information Card
  3. Update the Schedule of Values Card
  4. Update the Payment Details Card
  5. Add Attachments
  6. Save the Progress Claim
  7. Optional: Send a Progress Claim with DocuSign© 

Open the New Progress Claim Page

Users always create progress claims in the project's Commitments tool. 

  1. Navigate to the project's Commitments tool.
  2. Find the commitment to create a progress claim for in the 'Contracts' tab. 
  3. Click the Number link to open it. 

    open-a-commitment.png
     
  4. At the top of the commitment, click Create and choose Create Progress Claim from the menu.
     Tip
    Is the 'Create Progress Claim' option inactive? To learn why, hover your mouse cursor over the tooltip. This option only activates when Prerequisites are met. 
    create-create-invoice.png

    This opens the 'New Progress Claim for [Contract Number]' page so you can update the General Information card. 

Update the General Information Card

In the New Progress Claim page, update the General Information card. Once updated, continue by updating the Schedule of Values. 

 Note
The element circled in ORANGE is only available with Procore Pay. 

sub-invoice-general-info-with-pay.png

new-sub-invoice-general-information-card.png

  • Learn how to update the General Information card as a progress claim administrator: Show/Hide      

    • General Information Card

      This table details the elements in the 'General Information' card. An progress claim administrator can update this information when creating or editing a progress claim of behalf of an progress claim contact. 

      Element Field Type Description Learn More
      Contract Company Read Only Shows the name of the subcontracting company designated as the 'Contract Company' on the commitment. To change the company name that appears:
      Status* Drop-down list Accept the default status (Draft) or select a different status from the drop-down list. 
      • When a progress claim is ready for review, remember to change its status to Under Review.
      • Once reviewed, remember to change its status to Approved or Revise and Resubmit. 
      		 What are the default statuses for Procore progress claims?
      Progress Claim # Alphanumeric text Procore automatically assigns progress claim numbers in sequence using its default numbering system or the custom numbering system defined for your project's progress claims.  Read Can I customise the numbering system for financial objects in Procore? before changing this number. 
      Billing Period* Drop-down list Accept the billing period that appears by default or select any billing period from the drop-down list. 

      Note: Progress Claim contacts and users with 'Standard' level permissions on the Commitments tool can only select a billing period when a progress claim is NOT already associated with it.       		 Only progress claim administrators can Create Billing Periods.
      Billing Date* Calendar control Shows the billing date for the selected billing period. You can change the date for this progress claim with the calendar control. Only progress claim administrators can Create Billing Periods.
      Period Start* Calendar control Shows the start date for the selected billing period. You can change the date for this progress claim with the calendar control. Only progress claim administrators can Create Billing Periods.
      Period End* Calendar control Shows the end date for the selected billing period. You can change the date for this progress claim with the calendar control.

      Note: To help project managers track how progress claims impact a project's budget, the 'Billing Period' date on a progress claim aligns with the work performed on a project.      		 Only progress claim administrators can Create Billing Periods.
      Billing Type: Progress Billing
             		 Option button Requires Procore Pay

      If the subcontractor is submitting progress billings for an ongoing project, choose this option.      		 When your company has Procore Pay, this setting works with the Invoicing Settings for Progress Conditional and Progress Unconditional lien waivers. See Enable Lien Waivers & Set Default Templates on Projects.
      Billing Type: Final Billing
             		 Option button Requires Procore Pay

      If the subcontractor is submitting a one-time progress claim or if this is the final progress claim for an ongoing project, choose this option.       		 When your company has Procore Pay, this setting works with the Invoicing Settings for Final Conditional and Final Unconditional lien waivers. See Enable Lien Waivers & Set Default Templates on Projects.
      Submitted Date Calendar control Select the date the progress claim was submitted to your company by the subcontractor.  Typically, this is printed on the progress claim that you received from the subcontracting company. 

Update the Payment Details Card

The 'Payment Details' card appears next to the 'General Information card for progress claim administrators with Procore Pay.

Payment Details Card

To change the payment due date for this progress claim, select a new date from the Payment Due Date calendar.

 
sub-invoice-payment-details-card.png

​​Update the Schedule of Values Card

The data entry fields on a progress claim's Schedule of Values depend on the corresponding commitment's accounting method (Amount Based or Unit/Quantity Based). To learn more, see How do I set the accounting method for a contract? 

 Tips

Click here to view the steps for Amount Based data entry.  

Amount Based Data Entry

For Amount Based commitment contracts, use these steps to update a progress claim's Schedule of Values. 

 Tip
The progress claim must be the most recent one and it must be in the Draft or Revise and Resubmit status.
  1. In the Schedule of Values card, click one of these options:
    • To edit one or multiple line items, mark the Item Number checkbox(es) for the line item(s) to modify.
    • To edit all line items, mark the checkbox in the Item Number column header.
       Notes

      You can alternatively update the Schedule of Values line-by-line. Do this by clicking one or more editable cells and entering your data directly.

      • Fields that accept direct data entry are: Work Completed This Period, New Materials Stored, Previous Materials Stored, Total Completed & Stored to Date (%), Work Retention This Period ($), Work Retention This Period (%), and Total Retention Released. 
      • If the Enable Stored Materials Retention setting is turned ON in the commitment's Advanced Settings tab, you can also enter data in the Materials Retention ($) column. This setting is turned OFF by default, which hides the column. 
  2. Click Edit Values. 
    This opens the Edit Values panel. 
  3. In the Edit Values panel, enter the values for this progress claim billing period:

    sub-invoice-amount-based-edit-values.png
     
    • Optional. Work Completed this Period (%). Enter a value to define the percentage of work completed.
      Example
      Enter 25% in the Work Completed this Period (%) column. When you click Apply, Procore automatically calculates the values in the Total Completed & Stored to Date ($), Total Completed & Stored to Date (%), Balance to Finish, and Work Retention This Period ($) cells. It also applies updates the progress claim totals.
    • Optional. Total Completed & Stored to Date (%). Enter a value for the percentage of materials installed and stored on the worksite or in a storage facility. This entry represents all work and stored materials for this progress claim billing period plus any progress claim(s) submitted for this commitment in the past.  To learn more see How do I bill for stored materials in a progress claim?
      Example
      Enter 40% in the Total Completed & Stored to Date (%) column. When you click Apply, Procore automatically calculates the values in the Work Completed this Period(%), Total Completed & Stored to Date ($), Balance to Finish, and Work Retention This Period ($) cells. It also applies updates the progress claim totals.
    • Optional. Work Retention this Period (%). Enter a value for the retention percentage to withhold. See How do I set and release retention on a subcontractor progress claim in Procore? 
    • Optional. Total Retention Released (%). Enter a value for the retention percentage to release. See How do I set and release retention on a subcontractor progress claim in Procore? 
  4. Click Apply to update the selected line item(s) in the Schedule of Values.
    The system applies your updates to the selected line items and recalculates progress claim totals.

    sub-invoice-updated-amount-based-line-items.png
     
  5. Repeat the steps to update all desired line items as needed.
  6. Click Save to save the updates.

Click here to view the steps for Unit/Quantity Based data entry.  

Unit/Quantity Based Data Entry

For Unit/Quantity Based commitment contracts, use these steps to update a progress claim's Schedule of Values.

 Tip
The progress claim must be the most recent one and it must be in the Draft or Revise and Resubmit status.
  1. In the Schedule of Values card, choose one of these options:
    • To edit one or multiple line items, mark the Item Number checkbox(es) for the line item(s) to modify.
    • To edit all line items, mark the checkbox in the Item Number column header.
       Note

      You can alternatively update the Schedule of Values line-by-line. Do this by clicking one or more editable cells and entering your data directly.

      • Fields that accept direct data entry are: Total Completed & Stored to Date ($) and New Quantity.
      • If the Enable Completed Work Retention setting is turned ON in the commitment's Advanced Settings tab, you can also enter data in the Work Retention This Period ($), Work Retention This Period ($) and Total Retention Released columns. When this setting is turned OFF, these columns are hidden.
  2. Click Edit Values. 
    This opens the Edit Values panel. 
  3. In the Edit Values panel, enter the values for this progress claim billing period:

    sub-invoice-edit-values-panel.png
  4. Click Apply to update the selected line item(s) in the Schedule of Values.
    The system applies your updates to the selected line items and recalculates progress claim totals.

    sub-invoice-updated-unit-qty-line-items.png
     
  5. Repeat the steps to update all desired line items as needed.
  6. Click Save to save the updates.
 

Add Attachments

  1. Scroll to the 'Attachments' section. 
  2. Choose from these options:

    admin-view-attachments-section.png
    • Click the Attach Files button. This opens the Attach Files dialogue box, where you can upload files from your computer. Click the Attach button when finished. 
      OR
    • Use a drag-and-drop operation to move the files from your computer or network into the 'Attachments area'. 

Save the Progress Claim

Click the Save button at the bottom of the 'New Progress Claim' page. 
Note: If workflows are turned on for subcontractor progress claims, you can also choose 'Save as Draft' to save your work and stay in the same workflow step.

Send a Progress Claim with DocuSign©

Optional: If your project team wants to collect signatures on your progress claims using the Procore + DocuSign© integration, click the Send with DocuSign© button at the top of the page. To use this button, the DocuSign© integration must be enabled on the project (see How do I enable the DocuSign® Integration?) and the progress claim must be in the Approved, Approved as Noted or Pending Approval status. To learn more about the DocuSign© integration and preparing envelopes for signature, see DocuSign®.

send-to-docusign.png