(Beta) Create a Subcontractor Progress Claim on Behalf of a Progress Claim Contact

New progress claims are always created in the project's Commitments tool. The first step is to open the 'New Progress Claim' page as follows:

1. Navigate to the project's Commitments tool.
2. In the Contracts table, locate the commitment that you want to create the progress claim for. 
3. Click the Number link to open the commitment.
   

    Tip

   Want to collect signatures using the Procore + DocuSign^© integration? To do this, click Edit Contract button. Next, place a mark in the Sign with DocuSign^© checkbox on the 'General Information' card in the commitment contract. If you add a mark, click Save now. Otherwise, click Cancel. Important things to note:

   • The DocuSign^© integration must be enabled. See Enable or Disable the DocuSign® Integration on a Procore Project.
   • Your DocuSign^© account must be linked to Procore. See Link Your DocuSign® Account to a Procore Project.
4. In the contract, click the Create button. Then choose the Create Progress Claim option from the drop-down menu. 

    Notes

   • To use the Create Progress Claim menu option, the commitment contract must be in the Approved or Complete status. See What are the default commitment statuses in Procore?
   • To expedite the progress claim creation process, it is also helpful to ensure the following is complete before proceeding with creating a progress claim:
     • A Contract Company is assigned to the commitment contract. See Create a Commitment.
     • A progress claim contact from the contract company is assigned to the commitment contract. See Add Progress Claim Contacts to a Purchase Order or Subcontract. 
     • The line items in the Subcontract Schedule of Values on the commitment contract are approved. See What is a Subcontractor Schedule of Values?
     • The billing period for the new progress claim has been created in the project's Invoicing tool. See Create Automatic Billing Periods or Create Manual Billing Periods.
   
   
5. Continue with the next step. 

The next step is to update the 'General Information' card as follows:

1. In the new progress claim, add and/or verify the data in the General Information card:

    Tip

   Need to edit an existing progress claim? If you are editing an existing progress claim, you can click the Edit button that appears in the top-right corner of the General Information card. This button only appears on the card after the new progress claim is saved.
   
   • Contract Company
     Shows the name of the company that completed the contracted work associated with this progress claim. This company is assigned to the commitment contract during creation. See Create a Commitment. 
   • Status
     Select a status for the progress claim from the drop-down list. On a new progress claim, Procore's default status is Draft. 

      Notes

     • To learn about statuses, see What are the default statuses for Procore progress claims?
     • If a progress claim is ready to be reviewed by a progress claim administrator, remember to change its status to Under Review.
     • After the progress claim administrator reviews a progress claim, its status can be change to Approved or Revise and Resubmit as needed.
     • Users with 'Standard' permission on the Commitments tool can only edit progress claims in the Draft or Revise and Resubmit status. 
   • Optional: Progress Claim #
     Enter the downstream collaborator's progress claim number in the Progress Claim # box.

      Note

     • Progress Claim # is NOT a required field, you can leave this field blank.
     • Typically, Procore users use this freeform field to enter a reference number corresponding to the downstream collaborator's progress claim number. If you enter an 'Invoice #', it must be unique from all other progress claims created for the corresponding commitment contract. If you attempt to enter a duplicate number, a RED warning banner appears across the top of the page to remind you to enter a unique number. 
     • Procore does NOT automatically complete the 'Invoice #' entered here on associated upstream progress claims. To which fields are automatically completed, see How does Procore automatically complete amounts on an upstream progress claim?
   • Billing Period
     Select the date range for the billing period. Procore automatically selects the current billing period by default. 

      Notes

     • Progress Claim administrators are responsible for creating billing periods. For instructions, see Create Automatic Billing Periods or Create Manual Billing Periods.
     • Users with 'Admin' level permissions on the Commitments tool can select any billing period from the drop-down list.
     • Users with 'Standard' level permissions on the Commitments tool can only select a billing period that does NOT have a progress claim associated with it. 
   • Billing Date
     Procore automatically selects the default date defined in the current billing period. This is a required field. 
   • Period Start
     Procore automatically selects the default start date defined in the current billing period. This is a required field. 
   • Period End
     Procore automatically selects the default start date defined in the current billing period. This is a required field. 

      Note

     The 'Billing Period' date in Procore is intended to align with the work being performed on a project so project managers can track and report the affect of progress claims on the project's budget. However, if your accounting team defines billing periods differently, it is recommended that you keep the 'Billing Period' entry and then manually enter your unique accounting dates in the 'Billing Date,' 'Period Start,' and 'Period End' fields. 
   • Optional: Payment Date
     Enter the date the payment should be made to the 'Contract Company'. 
   • Optional: Submitted Date
     Enter the date the payment should be submitted to the 'Contract Company'.
2. Continue with the next step. 

    Tip

   Want to save your progress claim now? If you want to click the Save button on the progress claim, you may do so now. Procore will create the new progress claim and you must click the Edit buttons on each card in the progress claim to proceed with the data entry. The instructions in this tutorial assume that you will proceed with the creation process before clicking Save. 

If you want to set and release retention on the line items in the SOV, follow these steps:

1. Choose from these options to select the line items:
   • To select all of the line items in the SOV, click the checkbox in the 'Item Number' header of the data table. 
     OR
   • To select individual line items, mark the checkbox(es) in the 'Item Number' column for the desired line item(s). 
2. In the Schedule of Values, click the Edit button. 
3. Optional: If you are a progress claim administrator who wants to set the retention for the progress claim, do the following: 
   • Mark one or more Item Number check boxes. Then click the pencil icon above the data table in the Schedule of Values. 
     This opens the Edit pane on the right side of the page. 
   • Enter the retention values to apply to the selected line item(s):
     • Work Retention This Period (%). Enter a percentage amount to indicate the percentage of work retention to be released this billing period. 
     • Retention Released. Enter a percentage amount to indicate the percentage of retention released.
     • Materials Retention (%). Enter a percentage amount to indicate the percentage of work retention to be released this billing period. 
   • Click Apply. 
4. Choose from these options for entering work retention:
   • Work Retention This Period ($). Shows the currency amount for the work retention this period. The value that appears here is based on your entry in the 'Work Completed this Period' column. An entry in this cell lets Procore automatically calculate the percentage value in the 'Work Retention This Period (%)' column. 
     OR
   • Work Retention This Period (%). Enter a percentage amount for the work retention that you are requesting to be released this period. An entry in this cell lets Procore automatically calculate the currency value in the 'Work Retention This Period ($)' column. 
5. In the Total Retention Released column, enter the total amount of work retention being requested for release on the line item. 
6. Choose from these options for entering materials retention: 
   • Materials Retention ($). Enter a currency amount for the material retention that you are requesting to be released this period. The value that appears here is based on your entries in the New Materials Stored and Previous Materials Stored columns. An entry in this cell lets Procore automatically calculate the percentage value in the 'Materials Retention This Period (%)' column. 
     OR
   • Materials Retention (%). Enter a percentage amount for the material retention that you are requesting to be released this period. The value that appears here is based on your entries in the New Materials Stored and Previous Materials Stored columns. An entry in this cell lets Procore automatically calculate the percentage value in the 'Materials Retention This Period (%)' column. 
7. In the Total Retention column, Procore calculates the sum of the 'Work Retention This Period ($)' amount plus the 'Materials Retention ($)' amount to represent the total retention amount on the progress claim. 

1. Scroll to the 'Attachments' section. 
2. Choose from these options:
   
   
   • Click the Attach Files button. This opens the Attach Files dialogue box, where you can upload files from your computer. Click the Attach button when finished. 
     OR
   • Use a drag-and-drop operation to move the files from your computer or network into the 'Attachments area'. 

Click the Save button at the bottom of the 'New Progress Claim' page. 

Optional: If your project team wants to collect signatures on your progress claims using the Procore + DocuSign^© integration, click the Send with DocuSign^© button at the top of the page. To use this button, the DocuSign^© integration must be enabled on the project (see How do I enable the DocuSign® Integration?) and the progress claim must be in the Approved, Approved as Noted or Pending Approval status. To learn more about the DocuSign^© integration and preparing envelopes for signature, see DocuSign®.