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Procore Support (en-au)

Create an Progress Claim on Behalf of an Progress Claim Contact

Objective

To create a subcontractor progress claim for a purchase order or subcontract on behalf of an progress claim contact

Background

In Procore, there are two ways to create a subcontractor progress claim for a purchase order or subcontract:

  • Create an Progress Claim on Behalf of an Progress Claim Contact
    When you do NOT want to grant your progress claim contact(s) access permissions to create their own progress claims in Procore, use the steps below. With this method, you will enter the subcontractor progress claim data into Procore for your collaborators. For example, if you are a head contractor, you will create an progress claim in Procore on behalf of your subcontractor. 
  • Send an 'Invite to Bill' to an Progress Claim Contact
    When you want to invite your progress claim contacts to submit their own progress claim in Procore, follow the steps in Send an 'Invite to Bill' to an Progress Claim Contact instead of the steps below. If you are the recipient of an 'Invite to Bill,' you can then follow the steps in Submit a New Progress Claim as an Progress Claim Contact. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments tool. 
       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 Head Contracts and/or Commitments tool. 
      • If you are a collaborator (for example, an progress claim contact for a subcontracting company that is performing work for a head contractor managing your contract in Procore), your ability to perform progress claim-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 Head Contracts tool.
        • Your membership on the 'Private' list of a specific head contract, purchase order, or subcontract.
        • Your designation as an 'Progress Claim Contact' on a head 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:
    • You can create progress claims for purchase orders and subcontracts.  
    • If you are the progress claim contact for the 'Contract Company' on a purchase order or subcontract, you have these options for submitting an progress claim:
    • If there are multiple progress claims for a single billing period, you can only edit the billed amounts on the most recently created 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. Choose how to navigate to the contract:
    • From the Commitments tool:
      1. Navigate to the project's Commitments tool. 
      2. Under the 'Contracts' tab, locate the contract to work with.
      3. Click the Number link to open the contract. 
        OR
    • From the project's Invoicing tool:
      1. Navigate to the project's Invoicing tool. 
      2. Click the Subcontractor tab. 
      3. In the 'Subcontractor' tab, locate the contract to work with. 
      4. Click the Contract link to open the contract. 
  2. Click the Create Progress Claim button.
     Note
  3. Verify the following information for the billing period. Procore will automatically enter these dates for you, based on the current billing period:
    • Billing Period. Select the date range for the current billing cycle. Users with 'Admin' permission can select any billing period from the drop-down list. Users with 'Standard' permission can only select a billing period that does NOT have an progress claim associated with it. 
    • Progress Claim Start. The start date for the billing period. 
    • Progress Claim End. The end date for the billing period. 
    • Billing Date. The date by which a billing should be submitted to the contractor. 
       Note
      To create billing periods, see Create Automatic Billing Periods or Create Manual Billing Periods.
  4. Optional: Enter the progress claim number.
  5. If you are an 'Admin' user, select the appropriate status from the drop-down list. 
     Notes
    • To learn more about statuses, see What are the default statuses for Procore progress claims?

    • When an progress claim contract creates an progress claim (or if you create an progress claim on their behalf), remember to change the progress claim's status to 'Under Review'. 
    • When the person reviewing has inspected the progress claim, the status can be changed to 'Approved' or 'Revise and Resubmit' as appropriate.
    • Users with 'Standard' permission on the Commitments tool can only edit progress claims in the 'Draft' or 'Revise and Resubmit' status. 
  6. Attach any files associated with the progress claim. For example, lien waivers or lien releases.
  7. Click Save.
    Procore automatically displays the Detail tab for the progress claim. 
  8. Continue with the next step:

For Commitments Using the Unit/Quantity Based Accounting Method

When a commitment is configured to use the Unit/Quantity Based accounting method (see How do I set the accounting method for a commitment or head contract?), follow these steps:

  1. Click the Detail tab.
  2. Complete the following fields for each line items that will be paid for by the progress claim:
    For Progress Claims formatted with the Unit/Quantity accounting method:
    • 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.
  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

For Commitments Using the Amount Based Accounting Method

When the commitment is configured to use the Amount Based accounting method (see How do I set the accounting method for a commitment or head contract?), follow these steps:

  1. Click the Detail tab.
  2. Complete 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.
  3. 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.
  4. 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.
  5. To save your changes, click Save.

 

If you would like to learn more about Procore’s invoice management software and how it can help your business, please visit our construction invoice management software product page here.
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