On Friday, December 18, 2020 Procore began the first phase of a gradual rollout of the new collaborator view for the Project level Invoicing tool. For the initial phase, this feature will be released to a limited number of Procore customer accounts. Then, over the following several weeks, the feature will continue to be rolled out to additional Procore customers until the rollout process is complete. To learn more, see Financial Management: (Coming Soon!) New Collaborator View for the Invoicing Tool.
If you are an progress claim contact and looking for instructions for the previous version of subcontractor invoicing, please see Submit a New Progress Claim as an Progress Claim Contact and How do I bill for stored materials in Procore?
Important! If you are a Procore customer who has purchased a custom workflow for invoicing (see Procore Custom Solutions), your company account will NOT be receiving this update. This is because your project's Invoicing tool requires a customised approval path for processing your subcontractor progress claims. If you have any questions about invoicing and your custom workflow, please reach out to your company's Procore point of contact.
If you are the designated progress claim contact for a purchase order or subcontract, the company you are performing work for creates a billing period to define the 'Billing Date' for submitting your progress claim. After the billing period is created, the progress claim administrator has the option to send you an email message with the subject line, "Project Name: User Name has invited you to bill." The invite is a courtesy reminder to help ensure that an progress claim is created and submitted before the due date.
- If you receive and accept the 'Invite to Bill' (see Accept or Decline an 'Invite to Bill' as an Progress Claim Contact), you can then follow the steps below.
- If you have not received an 'Invite to Bill', the company you are performing work for may opt to submit the progress claim on your behalf. If this is the case, confirm the process you will use to submit your progress claims. The company will complete the steps to Create an Progress Claim on Behalf of an Progress Claim Contact.
Things to Consider
- Step 1: Enter an Progress Claim Number
- Step 2: Update the Program of Values
- Step 3: Update Approved Commitment Variations
- Step 4: Add Attachments
- Step 5: Save or Submit an Progress Claim
Step 1: Enter an Progress Claim Number
- In the 'New Progress Claim for' page under 'General Information,' enter a number in the Progress Claim # box.
- Typically, you will enter a reference number that corresponds to your organization's progress claim number.
- If you are NOT sure what to enter here, contact the progress claim administrator for the Procore company account for a resolution.
- Verify that the information in the following fields is automatically completed for you.
- Billing Date. Indicates the due date for the billing period.
- Period Start. Indicates the start date for the billing period.
- Period End. Indicates the end date for the billing period.
- Continue with the next step.
Step 2: Update the Program of Values
- Scroll to the Program of Values section.
- Click a cell to update the value.
- Depending upon the accounting method that the progress claim administrator configured for the commitment that you are billing against, follow the steps for the appropriate accounting method listed below.
- To learn how an progress claim administrator sets the accounting method for the progress claim, see How do I set the accounting method for a commitment or head contract?
Amount Based Accounting Method
Use this method to progress claim lump-sum amounts for the progress claim line items on the Schedule of Values (SOV). Procore automatically calculates and adjusts the other entries on the line item for you. If you want to release retention, enter a dollar amount as needed. Depending on your specific commitment, you may also have the option to bill for stored materials (pictured below). For details about the additional columns that appear when billing for stored materials, see How do I bill for stored materials in a subcontractor progress claim?
Click here for more detailed information about the Amount Based accounting method.
The Amount Based accounting method requires you to enter lump sum amounts on each line item in the SOV. With this method, Procore automatically uses your entries to calculate and update the values in other columns.
NoteAn asterisk (*) in the list below indicates that you can edit the value of the SOV line item on your progress claim.
- Description of Work
Shows the 'Description' as it was documented in the SOV for the purchase order or subcontract.
Shows the dollar amount value of the line item on the purchase order or subcontract.
- Previous Progress
Shows the percentage amount of work performed from any previous progress claim(s).
- Total Progress %
Enter a percentage amount to represent the progress milestone for work performed this billing period. This is a cumulative running total of the progress for the commitment.
For example, if you have completed 5% of the contracted work, enter 5.00% here. Your entry automatically calculates the values in the 'Work Progress' and the 'Total Retention' columns.
- Work Progress
If you entered a value in the 'Total Progress %' column, this value is automatically updated for you. You can enter any dollar amount here to represent the dollar amount of work performed this billing period and it will automatically update the 'Total Progress %' for you.
- New Materials
Enter a dollar amount for materials for this billing period. Your entry automatically calculates the values in the 'Total Progress %' and 'Total Retention' columns.
- Conditional: Materials Stored
If the progress claim administrator turned ON the 'Enable Billing Separately for Stored Materials' setting for the commitment, enter a dollar amount to represent the amount of materials stored from the last billing period. A progress claim administrator can turn ON one (1) of three (3) configuration options in your progress claim. For details, see How do I bill for stored materials in a subcontractor progress claim? As a progress claim contact, you cannot modify this setting:
- New Materials is Empty in Each New Progress Claim. Procore resets the value of the entry in the 'New Materials' column to zero (0) on each line item on the Program of Values. This is the default setting for the collaborator view. See an example.
- New Materials Carry Over and Stay in Column. Procore sets the value of the entry in the 'New Materials' column to zero (0) on the first progress claim, so the progress claim contact can update the entry to the appropriate value. When a subsequent progress claim is created, the value of the entry in the 'New Materials' column reflects the same dollar amount as was entered on the previous progress claim. See an example.
- New Materials Move to a Materials Stored Column. Procore sets the value of the entry in the 'New Materials' column to zero (0) on the first progress claim, so the progress claim contact can update the entry to the appropriate value. This option also adds a 'Materials Stored' column to the right of the 'New Materials' column. When a subsequent progress claim is created, the value entered in the 'New Materials' column is reset to zero (0) and the value previously entered in the 'New Materials' column is automatically moved to the 'Materials Stored' column. See an example.
- Procore allows you to apply different retention percentages to the values you enter in the 'Work Progress' and 'Materials Stored' columns.
- In the event that you do use a different retention percent on each, it's important to note that the retention value is recalculated when you move an amount from Materials Stored to Work Completed.
- Here is an example where Work Progress Retention is set at 10% and Materials Stored Retention is set at 5%.
- Retention Released
Enter a dollar amount of retention that you are requesting to be released this billing period. It is important to note that you can request the amount to be released, but you are NOT permitted to change the rate of the retention.
- Total Retention
Shows the total dollar amount of retention to be released for the line item.
Unit-Based Accounting Method
Use this method when claiming for materials you've ordered in quantity. With this method, you enter the 'Total Progress' percentage or the 'New Quantity' for the line item on your SOV. Procore automatically calculates and adjusts the other entries on the line item for you. If you want to release retention, enter a dollar amount as needed.
Click here for more detailed information about the Unit Based accounting method.
Step 3: Add Attachments
If you have any files to add as an attachment to the progress claim, you can add them now. For example, you might be required to add a lien waiver or a signed PDF copy of the progress claim.
- Scroll to the Attachments section.
- Click Attach Files.
- Upload any files that may be required from your computer.
- The Attach Files option is NOT available after the progress claim is 'Approved.'
- To add an attachment after approval, click the vertical ellipsis at the top of the page (shown below) and choose Add Attachments from the drop-down menu.
- Continue with the next step.
Step 4: Save as Draft or Send for Review
If you are ready to submit the progress claim for review, you may do so now. If you want to submit the progress claim at a later time, you have the option to save the progress claim. Choose one (1) of these options:
- If you are NOT ready to send the progress claim, click Save as Draft. This sets the progress claim's status to Draft.
TipIf you want to email a copy of your progress claim to others before submitting it for review, Procore recommends following the steps in Export a Subcontractor Progress Claim. You can then add your progress claim as an attachment to a message using your company's email system.
- If you are ready to send the progress claim, click Send. This automatically sets the progress claim's status to Under Review.
- You will NOT be able to edit the progress claim after you send it unless an progress claim administrator changes the progress claim's status to 'Revise & Resubmit.' For details, see Review a Subcontractor Progress Claim as an Admin.
- To learn more about statuses, see What are the default statuses for Procore progress claims?