Key Features

With the partial payments feature in the Company level Payments tool, General Contractors don't have to pay the full amount due on an invoice when processing a disbursement. Instead, they can opt to make partial payments.

  • Update Payment Amounts on a Subcontractor Invoice in a Disbursement

  • Add Notes About Update Payment Amounts on Subcontractor Invoices

  • Flag Partial Payments When Reviewing Invoices in Disbursements

  • Displays Alerts to Ensure Invoice Amounts Get Reviewed

  • Alert Payments Admins and Disbursers to Help Prevent Payment Errors

  • Require Confirmation of Updated Payment Amounts When Authorizing Disbursements

  • Record Updated Payment Amounts in the Commitment's Payments Issued Tab

Update Payment Amounts on Subcontractor Invoices in Disbursements

To update the payment amount for an invoice being added to a disbursement, Payments Admins and Disbursers can click the Payment Amount link for an invoice line item. This opens the Update Payment Amount window. For more details, see Create Disbursements.

Example

This shows the Payment Amount link for subcontractor invoices on the New Disbursement page.

create-new-disbursement-payment-amount.png

Add Notes About Updated Payment Amounts on Subcontractor Invoices

Payment Admins or Disbursers can update the Payment Amount for the selected invoice. The entry must be less than or equal to the Amount Due. Users can also enter notes to document the reason for the partial payment. This note is visible on the invoice in the Project Commitments tool and to users who've been granted user access permissions to the project commitment. This typically includes your company's designated employees and the subcontractor's invoice contact. Once entered, click Update to save the adjustment to the invoice and disbursement.

Example

This shows the Update Payment Amount window where users update the Payment Amount and add relevant Notes about the partial payment.

update-payment-amount.png

Flag Partial Payments When Reviewing Invoices in Disbursements

Once updated, the Payment Amount link displays a flag to focus the user's attention. Payments Admins and Disbursers can hover their mouse cursor over the flag to read relevant notes for the updated Payment Amount.

Example

This shows the flag that appears when the Payment Amount for an invoice is updated in a disbursement.

payment-amount-updated.png

Alert Payments Admins and Disbursers to Help Prevent Payment Errors

To alert Payments Admins and Disbursers when invoice payment amounts have changed in the system, Procore Pay displays an alert banner across the top of the General tab in a disbursement. The system also highlights the invoice's line item in the Included Invoices table. Click Review to open a list of invoices to confirm before the disbursement process can move forward.

Example

This shows the Amounts Need Review alert banner and the alert highlighting on the invoice line items of the Included Invoices table of a disbursement.

amounts-need-review-disbursement.png

Require Confirmation of Updated Payment Amounts When Authorizing Disbursements

To confirm updated payment amounts on invoices, Payments Admins and Disbursers can hover their mouse cursor over the flag to view any notes, the name of the user who changed the payment amount, and a date and timestamp for the change. If the change is acceptable, click Confirm only if you want to move forward with the required disbursement authorization steps that initiate payment processing.

Example

This shows the Review Amounts window listing any invoices with changed amounts in a disbursement. The notes display keeps your team informed of changes. To accept the amount, click Confirm.

review-and-confirm-updated-payment-amounts.png

Record Updated Payment Amounts in the Commitment's Payments Issued Tab

Once Procore Pay pays the invoice, users with access permission to view the project's commitment can click the Payments Issued tab to see the payment amount reflected in the Amount column of the Payments Issued table.

Example

This shows the updated payment amount reflected in the Amount column for the invoice line item on the Payments Issued tab of the commitment.

invoice-paid-payments-issued.png

Considerations
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