Create a Payment Program from the Progress Billings Tool

Objective

Background

Construction businesses operating in Australia and New Zealand are creating payment programs to facilitate the progress claim approval process, as well as claims of work performed by downstream collaborators. In a typical payment program workflow, downstream collaborators submit progress claims for work performed. The upstream collaborator reviews the progress claim and approves the amounts on the claim.

 Note

 The Payment Program feature is designed for Procore users in Australia and New Zealand to satisfy the legal requirement to provide claimants with a payment program. However, this feature is available for use by all Progress Claim Management users. 

A payment program is then created for the progress claim to show the following information:

• Claimed amounts
• All 'Approved' amounts
• Reasons for 'Rejected' amounts

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Commitments tool.

     Notes

    • Access permissions to the Invoicing & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding or Head Contracts tool. Procore tool names vary, depending on the point-of-view dictionary configured in Procore. See What tool names and terms are different in Procore for head contractors, owners and speciality contractors?
    • If you are a collaborator (for example, an progress claim contact employed by a company performing work on a project managed in Procore, your ability to perform invoice-related tasks is determined by the Procore company account holder. Settings that the account holder may choose to provide to you include:
      • A Procore User account.
      • Access permissions to the project's Commitments and/or Client Contracts, Funding or Head Contracts tool.
      • Membership on the 'Private' list of a specific contract or funding
      • Designated as an 'Invoice Contact' on the contract or funding.
• Additional Information:
  • Procore can automatically notify subcontractors by email when progress claims are approved. See Configure Settings: Progress Billings.
  • You can define custom text which appears in the footer of payment program PDFs. See Configure Settings: Progress Billings.

Prerequisites

• The 'Display Subcontractor Claimed Amounts' option must be enabled in the project's Progress Billings tool’s configuration settings. See Configure Settings: Progress Billings.
• Complete the steps in Create a Progress Claim on Behalf of a Progress Claim Contact or Submit a New Progress Claim as a Progress Claim Contact.
• In order for amounts to appear on the payment program, subcontractors must enter amounts in the 'Work Completed This Period' and 'Materials Presently Stored' columns of the progress claim. See Submit a New Progress Claim as a Progress Claim Contact.

Steps

1. Navigate to the project's Progress Billings tool.
2. Click the Subcontractor tab.
3. Click the commitment that you want to issue an progress claim for.
4. Click the Progress Claims tab.
5. Perform one of the following steps:
   • Click the PDF icon  to the far right side of the most recent line item.
     OR
   • Click View next to the most recent line item and then on the Progress Claims screen, select PDF from the Export drop-down list.

     Example

     The illustration below shows you an example of a payment program. 

     

     

See Also

• Configure Settings: Progress Billings
• Submit a New Progress Claim as a Progress Claim Contact