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Procore Support (en-au)

Review Progress Claims as an Admin

Objective

To accept or reject individual progress claim line items submitted for review on a subcontractor invoice.

Background

Project Managers and users with 'Admin' permissions on the project's Commitments tool have the ability to approve or reject individual line items on progress claims using the project's Invoicing tool. This tutorial shows you how to complete this review. 

Things to Consider

  • Required User Permissions:
    • 'Admin' 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 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.
    • Prerequisites:
    • Additional Information:
      • Users with 'Standard'  permissions on the Commitments tool and users set as 'Progress Claim Contacts'  for a commitment have permission to view the status of progress claim line items on the Edit Progress Claim page. 

Steps

  1. Navigate to one of the project's Invoicing tool. 
  2. Click the Subcontractor tab. 
  3. Locate commitment that contains the progress claim you want to review. Then click View
  4. Click the Progress Claims tab. 
  5. Locate the progress claim to review in the list. Then click Edit.
  6. Click  icon-inspections-pass.png to approve or  icon-inspections-fail.png to reject each line item.
     Notes
    • You have the option to add a comment to explain the rejection reason.
    • Your comments are NOT included in any email notifications sent from Procore to the subcontractor. 
    • Your comments will be included on Export PDFs for the progress claim in the 'Reason for the Difference' area. See Export an Progress Claim as a PDF, CSV or PDF with Attachments.
    approve-reject-line-item.png
     Notes
    • If the 'Show Amounts Subcontractors Claim' setting is enabled (see Configure Settings: Progress Claims), the system displays the 'Subcontractor Claimed This Period' column on the Detail tab as shown below. The 'Subcontractor Claimed This Period' column reflects the amount submitted on the subcontractor progress claim. To learn more, see Create a Payment Program.
    • A user with 'Admin' permission can also adjust the values in the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts for the line item. 

    progress claim-detail-with-subcontractor.png
  7. Click Save
  8. In the Finish Review window, do the following:
    1. Status. Select a status from the list.
      • If all line items have been accepted, the default setting is Under Review.
      • If one or more line items have been rejected, the default setting is Revise and Submit. The system also sends a notification email to the subcontractor to alert them about the need to resubmit information.
    2. Overall Comments. Enter any additional comments in this box. 
      finish-review-popup.png
    3. Click Update.