Submit a New Progress Claim as an Progress Claim Contact
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 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
Prerequisites
Steps
- 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.
Notes
- 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.
Important
- 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.
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.
Notes
- 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.
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 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?