Set or Release Retention on a Subcontractor Progress Claim

Objective

To set or release retention for line items on a subcontractor progress claim with the Invoicing tool. 

Background

A common retainage practice is to withhold 5-10% of a contract's total value until a milestone is reached. Then, the withheld amount can be released as a progress payment. When work is substantially complete, the withheld amount can be released as a final payment. 

Things to Consider

• Required User Permissions:
  • To edit an invoice before/during/after the current billing period,  'Admin' level permissions on the project's Commitments tool
    OR
  • To edit an invoice during the current billing period only, 'Standard' level permissions on the project's Commitments tool and you must be the invoice contact on the contract. This action automatically adds you to the 'Private' drop-down list on the contract.

     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:
  • To set the same percentage of retention on all line items in the progress claim, enter a value to apply to all line items in the progress claim.
  • To release retainage on all line items, enter a value to apply to all line items. This moves the desired percentage from the 'Currently Retained' column to the 'Released This Period' column.
  • For customers in Australia , you can also manage withholding using the sliding scale retention feature. To learn more, see What is sliding scale retention?

Prerequisites

• Create a Subcontract
• Enable Retention on a Commitment
• Create an Invoice on Behalf of an Invoice Contact

Steps

1. Navigate to the project's Invoicing tool.
2. Click the Subcontractor tab. 
3. Locate the contract to work with. Then click its link in the Contract column. 
4. Click the Progress Claims tab. 
5. Locate the invoice to work with. Then click the Edit button.
6. Click the Detail tab in the progress claim.
7. Click the Edit button. 
8. Choose one of the following:
   • Set Retention on All Line Items
   • Release Retention on All Line Items

See Also 

• Create a Subcontractor Progress Claim for the Release of Retention
• Enable Retention on a Commitment