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(Beta) Review a Subcontractor Progress Claim as an Admin from the Progress Billings Tool

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 Phased Release: Modernised Subcontractor Progress Claim Experience
This page details the modernised subcontractor progress claim experience. 
 Note
If you have the generally available version of subcontractor progress claims, follow the steps in Review a Subcontractor Progress Claim as an Administrator instead of the ones below.
 Limited Release
flag-us.png flag-canada.png The Progress Billings tool is only available to Procore customers in the United States and Canada who have implemented the Procore for Speciality Contractors point-of-view dictionary. To learn more, see (Limited Release) Owners & Speciality Contractors Point-of-View Dictionary Options. 

Objective

To approve or reject the line items on a subcontractor progress claim as an progress claim administrator.

Background

If you are a progress claim administrator for your project, it's important to ensure the progress claims submitted by your downstream collaborators are accurate. To support that, Procore provides you with the ability to approve or reject individual line item(s) on a progress claim's Schedule of Values card. To approve or reject line item(s), your Procore user account must be assigned the required user permissions detailed below. Once you have been granted the appropriate permissions, you can use the steps below to review the progress claims submitted to your team for payment. 

Things to Consider

  • Required User Permissions:
    • To review a subcontractor progress claim as an admin from the Invoicing tool, '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:
    • Progress Claim administrators can review line items on any progress claim and are NOT limited to reviewing only most recent progress claim. However, it is important to keep in mind that rejecting a line item will NOT change the value of the progress claim. 
    • To learn how to review a project progress claim using the project's Commitments tool, see Review Subcontractor Progress Claims as an Administrator.

Steps

  1. Navigate to one of the project's Progress Billings tool. 
  2. Click the Subcontractor tab. 
  3. Locate the progress claim to review. Then click its Progress Claim # link. 
  4. Scroll down to the Schedule of Values card. 
  5. Click the Edit button on the card. 
  6. In the Line Item Approval column, approve or reject each line item on the progress claim as follows:
     Notes

    As you review each line item, keep in mind:

    • Progress Claim administrators can review line items on any progress claim and are NOT limited to reviewing only most recent progress claim. However, it is important to keep in mind that rejecting a line item will NOT change the value of the progress claim. 
    • If you have enabled the Enable Subcontractor Proposed Amounts option in Commitment Settings, the 'Proposed Amount' column appears. To learn more, see Create a Payment Program.
    • The 'Proposed Amount' column can reflect what a progress claim contact submitted, a user with 'Admin' level permissions can adjust the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts.
    • To learn more about the Schedule of Values in a subcontractor progress claim, see Create a Progress Claim on Behalf of a Progress Claim Contact.
    • To approve a line item, click the GREY checkmark to approve it. A GREEN checkmark indicates you have approved the line item.
       sub-invoice-sov-line-item-approval-green-checkmark.png
    • To reject a line item:
      sub-invoice-sov-line-item-reject-reason.png
      1. Click the GREY 'x' to reject it. A RED 'x' indicates you have rejected the line item. 
        This opens the Reason (Optional) box. 
      2. Enter a reason in the Reason (Optional) box.
      3. Click Add.
         Important
        • Comments entered in the 'Reason (Optional)' box are NOT included in the automated email sent to the progress claim contact. However, you can export a PDF that includes a 'Reasons for Difference' table that shows the comments as entered. See Export a Subcontractor Progress Claim.
  7. Click Save. 
  8. Scroll up to the General Information card.
  9. Click the Edit button. 
  10. Change the status of the progress claim as needed:
    • If you reject any of the line items, Procore recommends setting the status of the progress claim to 'Revise and Resubmit'. 
    • If you approved all of the line items, Procore recommends setting the status to 'Approved', 'Approved as Noted' or 'Pending Owner Approval' (depending on your situation).