Procore Pay - User Permissions
Payments
With Payments, General Contractors (payors) that are using Procore Pay to manage invoice payments, can pay subcontractors (payees) in Procore. Permissions differ based on task, and whether you are a payor or a payee.
Payor
As a payor, permissions to the Payment tool and its settings are managed in the company's Permissions tool. Additionally, there are two (2) supplemental role-based permissions that allow you to take actions within the payments tool. These role-based permissions are either set through a form request, or directly in the Payments tool:
- Payments Admin, which, due to the sensitive nature of payments, is provisioned by Procore after submitting a request.
- Payments Disburser, which is set in the Payments tool by a Payments Admin. See Add Payments Disbursers as a Payor.
Payee
As a payee, permissions differ based on whether your company has a free or paid Procore account. See How can I tell if I have a free or paid Procore account?
- For Paid Procore Accounts, users who have 'Admin' level permissions on the company's Directory have access to the Payments tool.
- For Free Procore Accounts, users who have 'System Administrator' permissions for your company's free Procore account have access to the Payments tool.
For both payors and payees, some actions, not specifically related to payments, are accessible through permissions in other tools.
Payors
Payments Tool
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Permissions
Users can take action with this permission level.
Users can take action with this permission level AND one or more role-based permissions.
Note
To see the Payments tool in your menu, you need to have permissions for Payments set in the company's Permissions tool.
- 'Read Only' level permissions allow you to see the tool and the subcontractor invoices tab. However, you cannot click any links in the subcontractor invoices tab.
- 'Standard' level permissions give you 'Read Only' access and allow users to modify lien waivers and payment requirements via the subcontractor invoices tab.
- 'Admin' level permissions give you the 'Standard' permissions and allow you to see the gear icon for tool settings. However, when you click on settings, you can only see the 'Payment Requirements' tab.
Additionally, users may need supplemental role-based permission in the Payments tool to take action.
- Payments Disburser allows you to see the 'Disbursements' tab.
- Payments Admin gives you the 'Payments Disburser' access. Additionally, you to see the 'Beneficiaries' tab as well as the 'Payments Processing' tab in the tool's settings.
| Permissions Tool | Notes | ||||
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| Action (Alphabetical) | None | Read Only | Standard | Admin | |
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About the Beneficiaries Tab |
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Invoice Administrators can invite a payee to join Procore Pay as a beneficiary. | |||
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About the Disbursements Tab |
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Company Admins can also access the the Subcontractor Invoices tab, but cannot create disbursements. | |||
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About the Payments Settings |
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Company Admins can also access the Payment Settings page, but are limited to accessing Payment Requirements settings in the Payment Requirements tab. Payment Disbursers are limited to accessing the Payment Requirements settings in the Payment Settings tab. |
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About the Payments Tool |
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Company Admins can also access the Payments tool, but are limited to accessing Payment Requirements settings in the Payment Requirements tab. Payment Beneficiary Approvers can only access the Beneficiaries tab to approve beneficiary bank accounts. |
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About the Subcontractor Invoices Tab |
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Company Admins can also access the Subcontractor Invoices tab. Only Payments Admins and Payment Disbursers can create disbursements. |
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Add Funding Accounts as a Payor |
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Add a Payments Beneficiary Approver as a Payor |
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To be added as a Payments Beneficiary Approver, you must have a user account in the Company level Directory and your account must be added as an employee. | |||
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Add Payments Disbursers as a Payor |
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To be added as a Payments Disburser, you must have a user account in the Company level Directory and your account must be added as an employee. In addition, you must be granted 'Read-Only' level permissions or higher to the Payments tool. | |||
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Add or Remove Payments Admins as a Payor |
You must contact Payment Operations to manage your Payment Admins. |
To request to add a Payments Admin, you must be an authorized signer on your company's transaction banking agreement for Procore Pay. You must also have a user account in the Company level Directory and your account must be added as an employee.
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Approve a Beneficiary Bank Account as a Payor |
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Approve or Reject a Disbursement with a Custom Payments Workflow |
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Assignees of the disbursement's current workflow step can also take this action with 'Standard' or 'Read Only' on the Company level Admin tool with the optional 'View Complete Workflow History as a Workflow Participant,' 'View Previous Step Only', and 'Can Start Workflows' granular permissions on the company permissions template. | |||
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Assign a Default Workflow Template for Procore Pay |
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Authorize Disbursements |
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To authorize a disbursement with a Payments Workflow, you must be the Workflow Approver on the final workflow step. See Best Practices for Creating a Payments Workflow. | |||
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Complete the Transactional MFA Challenge for Disbursements |
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Configure Payment Processing as a Payor |
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Configure Payment Requirements as a Payor |
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Company Admins can also take this action. | |||
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Configure the Settings for a Payments Workflow Template |
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Users must also have 'Read Only', 'Standard', or 'Admin' level permissions on the Workflows Tool. | |||
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Create Disbursements |
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Create Lien Waiver Templates |
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Company Admins can also take this action. |
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Create and Apply a Manual Hold on a Subcontractor Invoice |
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Company Admins and Invoice Administrators can only create Invoice Holds. For details, see What permissions do you need to manage holds on subcontractor invoices? |
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Customize the Payment Controls for Your Active Projects |
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Deactivate Funding Accounts as a Payor |
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Delete Lien Waiver Templates |
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Company Admins can also take this action. |
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Disable Disbursements |
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Edit Funding Accounts as a Payor |
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Edit Lien Waiver Templates |
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Company Admins can also take this action. |
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Edit a Manual Hold on an Invoice from the Payments Tool |
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Users must also be either a Company Admin or a Project Admin to take this action. | |
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Enable Disbursements |
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Enable or Disable Procore Pay on Your Projects |
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Enable Lien Waivers in the Company Payments Tool |
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Log in to Procore Pay with Multi-Factor Authentication |
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Manage Project Controls in Bulk |
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Manage Rows & Columns on the Subcontractor Invoices Tab |
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Preview Lien Waivers on Project Invoices |
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You must also be an invoice administrator. Locked unconditional lien waivers are only visible after they have been unlocked.
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Open Invoices in the Payments Tool |
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Users must also have access to the invoice. | |
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Release a Manual Hold on an Invoice from the Payments Tool |
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Users must also be either a Company Admins or a Project Admin to take this action. | |
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Remove Payments Beneficiary Approvers as a Payor |
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Remove Payments Disbursers as a Payor |
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Review Sub-Tier Lien Waivers as an Invoice Administrator |
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Search for and Apply Filters on the Subcontractor Invoices Tab |
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Set Up MFA for Procore Pay on Your Device |
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Set a Default Funding Account as a Payor |
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View Funding Accounts as a Payor |
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View Payment Requirements as a Payor |
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View the Payment Requirements Change History |
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View Payments Admins and Disbursers as a Payor |
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View Signed Lien Waivers on Project Invoices |
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You must also be an invoice administrator. Locked unconditional lien waivers are only visible after they have been unlocked.
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View Sub-Tier Information on a Subcontractor Invoice |
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View a Disbursement |
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View a Disbursements List |
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View the Payments Tool Change History |
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Commitments Tool
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Permissions
Important
Permissions for these actions are set in the Company level Permissions tool.
Users can take the action with this permission level. If permissions are marked for both tools, a user needs one marked permissions from each section to take the action.
EXAMPLE
To create and apply a manual hold on an invoice from the Commitments tool, users need:
- 'Read Only' level permissions or higher for the Payments tool.
AND - 'Admin' level permissions on the project's Commitments tool.
| Payments Tool | Commitments Tool | Notes | |||||
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| Action (Alphabetical) | Read Only | Standard | Admin | Read Only | Standard | Admin | |
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Add Sub-Tier Subcontractor Information to Commitments |
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Add Sub-Tier Information for a Subcontractor Invoice |
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Create and Apply a Manual Hold on an Invoice from the Commitments Tool |
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Edit a Manual Hold on an Invoice from the Commitments Tools |
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Enable Lien Waivers and Set Default Templates on Projects |
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| Enable Sub-Tier Waivers on Subcontractor Invoices as an Invoice Administrator | |
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Generate Lien Waivers on Project Invoices |
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Invite Beneficiaries to Procore Pay from the Commitments Tool |
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Manage Contract Compliance Documents & Statuses for a Commitment |
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Company Admins and Project Admins can also take this action. | |||||
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Manage Insurance & Compliance Statuses for a Commitment |
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Company Admins and Project Admins can also take this action. | |||||
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Preview Lien Waivers on Project Invoices |
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Regenerate Lien Waivers on Project Invoices |
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Release a Manual Hold on an Invoice from the Commitments Tool |
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Send a Request to Unlock a Signed Unconditional Lien Waiver |
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Upload Sub-Tier Waivers to a Subcontractor Invoice as an Invoice Contact |
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View Payment Requirements on a Project Invoice as an Invoice Administrator |
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Payees
Show/Hide Permissions
Permissions
Important
Users can take the action with this permission level. Users only need ONE of the marked permissions per row to take the action.
| Free Accounts | Paid Accounts | In the Payor's Account | ||
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| Action (Alphabetical) |
System Admin |
'Admin' on Company Directory | 'Read Only' or higher on Project Commitments | Notes |
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Add a Bank Account as a Payee |
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Deactivate a Bank Account as a Payee |
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Disable Payments as a Payee |
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Edit a Bank Account as a Payee |
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Generate Lien Waivers on Project Invoices |
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Users must also be the designated Invoice Contact on the commitment. | ||
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Manage Active Procore Pay Agreements as a Payee |
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Preview Lien Waivers on Project Invoices |
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Users must also be the designated 'Invoice contact' on the commitment. | ||
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Review and Accept a Pending Procore Pay Agreement as a Payee |
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Regenerate Lien Waivers on Project Invoices |
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Search and Filter Payments as a Payee |
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Send a New Invoice as an Invoice Contact Using Procore Pay |
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Users must also be the designated Invoice Contact on the commitment. | ||
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Send a Request to Unlock a Signed Unconditional Lien Waiver |
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Users must also be the designated Invoice Contact on the commitment. | ||
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Set Up Procore Pay as a Payee |
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Users with 'Read Only' access or higher on the Commitments tool must also be the designated Invoice Contact on the commitment. |
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Sign Lien Waivers on Project Invoices |
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Users must also be the designated Invoice Contact on the commitment. | ||
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Unlock a Signed Unconditional Lien Waiver as an Invoice Contact |
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Users must also be the designated Invoice Contact on the commitment. | ||
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View Bank Accounts as a Payee |
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View Payment Requirements as an Invoice Contact |
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Users must also be the designated Invoice Contact on the commitment. | ||
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View Signed Lien Waivers on Project Invoices |
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Users must also be the designated Invoice Contact on the commitment. | ||
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View the Payments Dashboard as a Payee |
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View the Payments List as a Payee |
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