Payments Admin Guide

• Review Invoices

• Select Business Entity & Funding Account

Review Invoices

1. Navigate to the Company level Payments tool.

2. Click the Subcontractor Invoices tab.

    Tip

   Are invoices ready to pay? Use these tips:

   • Invoices must meet all Payment Requirements as configured by a Payments Admin in the Payment Requirement settings. Only authorized users can manage and view payment requirements and holds. See Manage Payment Requirements as a Payor and Manage Payment Holds as a Payor.

     • Under Payment Requirements, a unit fraction in the Requirements column shows if an invoice meets payment requirements and an icon appears in the Manual Holds column if a hold has been applied.

3. Select one (1) or more 'Unpaid' invoice(s) by marking the checkbox(es) and click Add to Disbursement.

    Note

   • If there are existing disbursements in the 'Draft' status:

     • To create a new disbursement, click Create New.

     • To add the selected disbursements to an existing 'Draft', select it from the menu. See Add Subcontractor Invoices to a 'Draft' Disbursement.

   This opens the New Disbursement panel on the right side of the page.
    Notes

   • When using a custom payments workflow, the New Disbursement page contains two sub-pages: #1 Review Invoices and #2 Select Funding Account.

   • When not using a custom workflow, the New Disbursement page also contains a #3 Authorize sub-page.

4. In the #1 Review Invoices page, do the following:

• If there are invoices in the disbursement that are ineligible for payment: Show/Hide

  • When the Review Invoices page displays an error message indicating that there are ineligible invoices for payment, click 'Show Details' to expand the error message and review the details. Click Hide Details to hide the error message. You can address the eligibility issue or click the icon to remove the disbursement to address it later. See Remove Subcontractor Invoices from Disbursements as a Payor.

• If you want to issue a partial payment for an invoice: Show/Hide

  • In the Review Invoices card, confirm the list of invoices to be added to the disbursement.

  1. Expand the Amounts column group to review the Net Amount, Paid Amount, Joint Check Amount, Early Pay Fee, Amount Due, and Payment Amount for each invoice.

  2. (Optional) To issue a partial payment, click the Payment Amount link. This opens the Update Payment Amount window.

  3. Do the following:

     • Enter an updated amount in the Payment Amount box. Entries must be less than or equal to the Amount Due of the invoice.

     • Enter relevant information about the updated payment in the Notes box.

     • Click Update.

  • Procore updates the payment amount for the invoice.

• Click Continue to proceed with the next step.

Select Business Entity & Funding Account

Your next step depends on whether your company configured a custom payments workflow. See Best Practices for Creating a Payments Workflow. For companies operating with multiple business entities, a Business Entity drop-down list appears.

If you see a #3 Authorize page, your company hasn't implemented a custom payments workflow to streamline approval. Click here for next steps.

1. In the #2 Select Funding Account page:

   • Business Entity. If applicable, select the appropriate business entity from the drop-down list. This list only appears for companies operating with more than one (1) business entity. See Add Business Entities as a Payor.

   • Funding Account. Select your company's funding account from the drop-down list. If only one funding account is set up for the selected business entity, it’ll be preselected.

   • Disbursement Name. Enter a unique name to help others identify the disbursement. There is a maximum character limit of 50.

2. Choose one (1) of these options:

   • To save the disbursement as a 'Draft', click Save as Draft. Procore adds a 'Draft' status to the disbursement for easy identification. To add more invoices to the disbursement, see Add Subcontractor Invoices to a 'Draft' Disbursement.

   • To pay the invoices in the disbursement, click Continue and proceed to Authorize Disbursements.

      Note

     After clicking Continue, the system loads the disbursement and then checks to determine if the selected invoices are eligible for payment. An error message appears for each ineligible invoice. Click Show Details to expand the error message and review the details. Click Hide Details to hide the error message.