Submit a New Progress Claim as a Progress Claim Contact
Note
If you have the legacy version of subcontractor progress claims, follow the steps in Submit a New Progress Claim as a Progress Claim Contact instead of the ones below.Objective
To submit a new subcontractor progress claim as an progress claim contact after accepting an 'Invite to Bill.'
Background
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 a 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 a 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 a Progress Claim on Behalf of a Progress Claim Contact.
Things to Consider
- Required User Permissions:
- To create a new subcontractor progress claim in response to an 'Invite to Bill' before the 'Due Date' of the billing period, 'Read Only' level permissions on the project's Commitments tool and you must be the designated 'Invoice Contact' on the purchase order or subcontract.
Notes
- Adding a progress claim contact to a purchase order or subcontract also adds the person to the 'Private' list.
- If you are the designated progress claim contact and want to submit a progress claim after the 'Due Date,' you must contact the company you performed the work for to request that they create the progress claim on your behalf. See Create a Progress Claim on Behalf of a Progress Claim Contact. Progress Claim contacts cannot submit progress claims in Procore after the due date passes.
- If you are the designated progress claim contact and cannot find the 'Invite to Bill' that you were sent, you do NOT need the email message to create a new progress claim. As long as it is before the 'Due Date', you can log in to Procore and navigate to the Commitments tool to create the new progress claim for the purchase order or subcontract.
- To create a new subcontractor progress claim in response to an 'Invite to Bill' before the 'Due Date' of the billing period, 'Read Only' level permissions on the project's Commitments tool and you must be the designated 'Invoice Contact' on the purchase order or subcontract.
Prerequisites
- Accept the 'Invite to Bill'. See Accept or Decline an 'Invite to Bill' as a Progress Claim Contact.
- If you misplaced or inadvertently deleted your 'Invite to Bill', see Does a progress claim contact need an 'Invite to Bill' to submit a progress claim?
Steps
- Step 1: Enter a Progress Claim Number
- Step 2: Update the Schedule of Values
- Step 3: Add Attachments
- Step 4: Save or Submit a Progress Claim
Step 1: Enter a Progress Claim Number
- In the 'New Progress Claim for' page under 'General Information,' do the following:
- Enter the downstream collaborator's progress claim number in the Progress Claim # box.
- Verify the information in the following fields. Procore automatically completes the following dates for you.
Note
The billing period dates are set by the progress claim administrator. If you are using a different billing period, you can change the values in these fields as needed. All of these fields are required.
- 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.
- Billing Date
- Continue with the next step.
Step 2: Update the Schedule of Values
- In the Schedule of Values section, click one (1) or both of the BLUE arrows next to 'Commitment Line Items' or 'Variations'. This expands the selected row in the table.
Notes
- The 'Variations' section is only visible and available when the company's Procore Administrator has enabled the two (2) or three (3) tier variation configuration on the commitment. See Configure the Number of Commitment Variation Tiers.
- After expanding a line in the 'Variations' section, click the commitment variation line(s) and potential variation line(s) in order to expand them until you reach the data entry line items.
- Determine which accounting method was set for the contract. This determines which data entry form you use to update the Schedule of Values:
- Amount Based Accounting Method
- Unit-Based Accounting Method
Tip
How does a progress claim administrator set the accounting method for a contract? For step-by-step instructions, see How do I set the accounting method for a contract or funding?
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.
Unit-Based Accounting Method
Use this method when invoicing for materials you've ordered in quantity. With this method, you either enter a percentage value 'Total Progress' column or a monetary value in the 'Work Progress' column. Procore automatically calculates and adjusts the other entries on the line item for you. If you want to release retention, you can enter a dollar amount in the 'Retention Released' column 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 or use a drag-and-drop operation to move the files from your computer or network to the GREY area of the page.
- Upload any files that may be required from your computer.
Notes
- Collaborators and users with 'Standard' level permissions on the project's Commitments tool can use the Attach Files option after a progress claim is 'Approved'.
- 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.
Tip
If 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.
Important
- You will NOT be able to edit the progress claim after you send it unless a 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?