Create Disbursements

With Procore Pay, only a Payments Admin or Payments Disburser can create disbursements using the 'Subcontractor Invoice' tab in the Company-level Payments tool. A disbursement can handle up to 100 subcontractor invoice payments and saved as a 'Draft' for flexibility. Users can add or remove invoices in 'Draft' status before authorization.

With the Company level Workflows tool, payors can track invoice payment requirements and start a custom payments workflow for review and approval. Without the Workflows tool, Payments Admins or Disbursers verify and authorize payments directly. A Procore Pay disbursement initiates the drawdown request from the funding account and transfers funds to the deposit account to process and execute payment orders.

This table details the difference between a funding account and a deposit account:

* Procore is a financial technology company, not a bank. Banking services are provided by our partner financial institutions. Payment processing and money transmission services are provided by Procore Payment Services, Inc. (NMLS ID: 2560496). Accounts and services are subject to the respective terms, conditions, and fees of the providing institution.

To receive payments, payees must have a free or paid Procore account and a user with administrator permissions must securely add a verified bank account. For more information, see the Payee Setup Guide.

• Required User Permissions

• Additional Information:

  • A single disbursement can handle up to 100 subcontractor invoice payments.

  • Procore Pay requires a positive payment balance for all transactions. Offsetting positive invoice totals with negative invoice balances is not supported.

  • Disbursement contributors can only save their disbursements as drafts.

  • Payment Admins and Disbursers cannot authorize a disbursement if they were the final approver on any of its included invoices.

  • 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

      • An icon appears in the Manual Holds column if a hold has been applied.

• Payors must complete all steps in Enable Procore Pay as a Payor.

• Payees must complete all steps in Set Up Procore Pay as a Payee.

• Create at least one (1) commitment on a Pay-enabled Procore project. See Create a Commitment.

• Create at least one (1) subcontractor invoice for a commitment and place the invoice into the 'Approved' status. See Create a Subcontractor Invoice.

1. Navigate to the Company level Payments tool.

2. Click the Subcontractor Invoices tab.
   Note: Use the Search, Filter, and Group By options to narrow the list. See Manage Rows & Columns on the Subcontractor Invoices Tab and Search for and Apply Filters on the Subcontractor Invoices Tab.

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

   

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   • If one or more ‘Draft’ Disbursements are available to add the selected invoice(s) to, choose Add to Disbursement or Create New from the dropdown menu.

     

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   • If there are no available ‘Draft’ Disbursements to add the selected invoice(s) to, click Create New.

4. On the New Disbursement page, complete the setup details under Details:

   

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   • Disbursement Name: Enter a unique name to help identify the disbursement.

   • Business Entity: If applicable, select the appropriate Business Entity from the dropdown list. (This list only appears for companies operating with more than one business entity).

   • Funding Account: Select your company's Funding Account from the dropdown list. If only one funding account is set up for the selected business entity, it will be pre-selected.

   • Aggregate Disbursement Amount: Review the calculated total disbursement amount across all included invoices.

5. In the Review Payments section on the same page, verify the list of included invoices:

   

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   • To remove an invoice from the disbursement, click the Trash Can icon next to the line item.

   • Use the carats in the Amounts column header to expand/collapse column groups to display Net Amount, Paid Amount, Joint Check Amount, Early Pay Fee, Amount Due, and Payment Amount for each invoice.

6. Select an action at the bottom of the page to proceed:
   Note: The actions available will depend on whether your company uses a custom payments workflow.

   • Save as Draft: Saves the disbursement in 'Draft' status for easy identification and future editing.

   • Start Workflow: Continues to the payments workflow review and authorization steps (visible if your company uses a custom payments workflow).

   • Go to Authorize: Proceeds directly to authorize the disbursement (visible if your company does not use a custom workflow).