(Beta) Create a Subcontractor Progress Claim on Behalf of a Progress Claim Contact
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Phased Release: New Admin & Collaborator Views for Subcontractor Progress Claims
On March 23, 2022, the modernised subcontractor progress claim experience was turned ON in all Procore project's using Procore's Progress Claim Management tools. To give you time to preview the design changes, Procore is providing users with the option to switch between the modernised and legacy experience until September 2023. After September 2023, the ability to exit out of the new experience will be removed and the legacy experience will no longer be available in Procore. To learn more, see Financial Management: New Admin & Collaborator Views for Subcontractor Invoicing.Note
If you have the legacy version of subcontractor progress claims, follow the steps in Create a Progress Claim on Behalf of a Progress Claim Contact instead of the ones below.Limited Release


Objective
To create a downstream progress claim as an progress claim administrator on behalf of an progress claim contact.
Background
In Procore, there are two (2) ways for a progress claim administrator to create a downstream progress claim for a commitment contract.
- Create a Progress Claim on Behalf of a Progress Claim Contact
When you do NOT want to grant your collaborator's progress claim contact(s) access permissions to create their own progress claims in Procore, use the steps below. With this method, you will enter the downstream progress claim data into Procore on behalf of your collaborators. In this context, a collaborator is the person or business that you contracted to perform work on your project. - Send an 'Invite to Bill' to a Progress Claim Contact
When you want to invite your collaborator's progress claim contacts to submit their own progress claim in Procore, follow the steps in Send an 'Invite to Bill' to a Progress Claim Contact instead of the steps below. If you are the recipient of an 'Invite to Bill,' you can then follow the steps in Submit a New Progress Claim as a Progress Claim Contact.
Examples
In Procore, downstream progress claims that bill against your project's commitment contracts. Below are some examples of downstream progress claim relationships:
- If your project is using Procore's default dictionary for head contractors, you would create a downstream progress claim in Procore on behalf of the subcontractor who performed work for your project. In Procore, this is called a subcontractor progress claim.
- If your project is using Procore's Owners dictionary, you would create a downstream progress claim in Procore on behalf of the head contractor who performed work for your project. In Procore, this is called a contractor progress claim.
- If your project is using Procore's Speciality Contractors dictionary, you would create a downstream progress claim in Procore on behalf of a subcontractor who performed work for your project. In Procore, this is called a subcontractor progress claim.
To learn about the available dictionaries in Procore, see What dictionaries and languages are available in the Procore web application?
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 language or point-of-view dictionary configured in Procore. See What dictionaries and languages are available in the Procore web application?
- 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.
- 'Admin' level permissions on the project's Commitments tool.
- Additional Information:
- You can create progress claims for all commitment contracts.
- If you are the progress claim contact for the 'Contract Company' on a commitment contract, you have these options for submitting a progress claim:
- Ask someone with sufficient access permission to Procore to create the progress claim on your behalf.
OR - Follow the steps in Submit a New Progress Claim as a Progress Claim Contact.
- Ask someone with sufficient access permission to Procore to create the progress claim on your behalf.
- If there are multiple progress claims for a single billing period, you can only edit the billed amounts on the most recently created progress claim.
- If you are a progress claim administrator and want to edit the 'Schedule of Values' card later, the progress claim must be in the 'Draft' or 'Revise and Resubmit' status. See What are the default statuses for Procore progress claims?
Note
This feature was designed for Procore customers in Australia and New Zealand who have a legal requirement to provide claimants with a payment program. However, this feature is available for use by all Procore customers using the Project level Commitments, Invoicing, & Progress Billings tools.
- If you plan to create a payment program after the progress claim is approved, enter the amounts for the work claimed this period in the 'Proposed Amount' column in the Details tab of the progress claim. For this column to appear in the tool, the 'Show Amounts Subcontractors Claim' checkbox. See Configure Settings: Invoicing or Configure Settings: Progress Billings.
- To learn more about payment programs for users with the Invoicing tool, see Create a Payment Program.
- To learn more about payment programs for users with the Progress Billings tool, see Create a Payment Program from the Progress Billings Tool
- If you plan to create a payment program after the progress claim is approved, enter the amounts for the work claimed this period in the 'Proposed Amount' column in the Details tab of the progress claim. For this column to appear in the tool, the 'Show Amounts Subcontractors Claim' checkbox. See Configure Settings: Invoicing or Configure Settings: Progress Billings.
Prerequisites
- Create a Commitment and place it in the Approved or Completed status. See What are the default commitment statuses in Procore?
Steps
- Open the New Progress Claim Page
- Update the General Information Card
- Update the Schedule of Values Card
- Set an Release Retention on SOV Line Items
- Add Attachments
- Save the Progress Claim
Open the New Progress Claim Page
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:
- Navigate to the project's Commitments tool.
- In the Contracts table, locate the commitment that you want to create the progress claim for.
- 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.
- 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.
- Continue with the next step.
Update the General Information Card
The next step is to update the 'General Information' card as follows:
- 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'.
- Contract Company
- 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.
Set and Release Retention on SOV Line Items
If you want to set and release retention on the line items in the SOV, follow these steps:
- 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).
- To select all of the line items in the SOV, click the checkbox in the 'Item Number' header of the data table.
- In the Schedule of Values, click the Edit button.
- 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.
- Mark one or more Item Number check boxes. Then click the pencil icon above the data table in the Schedule of Values.
- 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.
- Work Retention This Period ($). Shows the currency amount for the work retention this period. The value that appears here is based on your entry in the 'Work Completed this Period' column. An entry in this cell lets Procore automatically calculate the percentage value in the 'Work Retention This Period (%)' column.
- In the Total Retention Released column, enter the total amount of work retention being requested for release on the line item.
- Choose from these options for entering materials retention:
- Materials Retention ($). 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.
- Materials Retention ($). Enter a currency amount for the material retention that you are requesting to be released this period. The value that appears here is based on your entries in the New Materials Stored and Previous Materials Stored columns. An entry in this cell lets Procore automatically calculate the percentage value in the 'Materials Retention This Period (%)' column.
- In the Total Retention column, Procore calculates the sum of the 'Work Retention This Period ($)' amount plus the 'Materials Retention ($)' amount to represent the total retention amount on the progress claim.
Add Attachments
- Scroll to the 'Attachments' section.
- 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 Attach Files button. This opens the Attach Files dialogue box, where you can upload files from your computer. Click the Attach button when finished.
Save the Progress Claim
Click the Save button at the bottom of the 'New Progress Claim' page.
Send a Progress Claim with DocuSign©
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®.