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About Compliance Templates with Procore Pay

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Overview

As a general contractor, monitoring your project's subcontractors for compliance with the job's insurance and contract terms is crucial. It safeguards project integrity, minimizes financial risks, and protects your team and the project owner from potential legal disputes.

With Procore Pay, payors can use compliance templates to leverage Procore's Company and Project Admin tools to manage insurance certificates and contract compliance documents on a commitment. 

Prerequisites

Limitations

Please be aware of the following limitations: 

  • You can assign only one (1) compliance template to each Procore project. However, your company can create as many templates as needed in the Company Admin tool.
  • Template assignments only affect new commitments. You can change the compliance template assigned to a project at any time. However, the new template assignment only affects new commitments. If the project has existing commitments, the template applied to those commitments remains unchanged. 

Details

Key features include the ability to:

Create Compliance Templates as a Company Admin

In Procore, a Procore Administrator (a.k.a., 'Company Admin) or a user with 'Admin' permissions on the Company Admin tool can create compliance templates for your company's Procore projects. To learn how see Create Compliance Templates for Commitments. 

Example
This is an example of the New Compliance Template page in the Company Admin tool.

create-compliance-template.png

Change Compliance Template Names

To change the name of a compliance template, users can click the Edit button in a template's General Information card and type over the existing entry in the Template Name field. When finished, click Save. To learn more, see Change Compliance Template Names.

 Note

Compliance templates must have a unique name. Duplicate names are not allowed.

Example

This is an example of the Template Name field in the General Information card of a compliance template. 

name-compliance-template.png

Add Required Compliance Documents to Compliance Templates

For each compliance document your team must collect on a commitment, you can add a new requirement that includes the Document Name, Document Type, and Commitment Type. Users also have a check box to receive an optional daily expiration notification by email when a compliance document is within fourteen (14) days of expiration. To learn more, see Add Required Compliance Documents to Compliance Templates.

Example

This is an example of the Document Details card in the Create New Requirement window. 

document-details-card.png

Edit or Delete Required Compliance Documents from Compliance Templates

After adding a required compliance document, users can edit the Document Name, Document Type, and Commitment Type and turn the daily expiration notification ON or OFF. To permanently remove a required document, click the icon-delete-trash6.png  icon. Once deleted, the file cannot be restored. See Edit or Delete Required Compliance Documents from Compliance Templates. 

Example

This is an example of the edit and delete options on the Compliance Templates page on a commitment. 

required-compliance-documents.png

Configure a Compliance Template in Commitment Settings

Once your company's templates are created, a user with 'Admin' level permissions on the Project level Commitments tool can configure the compliance template to use on commitments in a Procore project. Only one (1) template can be assigned to a Procore project. See Configure Advanced Settings: Commitments. 

 Note
Template assignments only affect new commitments. You can change the compliance template assigned to a project at any time. However, the new template assignment only affects new commitments. If the project has existing commitments, the template applied to those commitments remains unchanged. 
Example

This is an example of the new Compliance Template field in the Contract Configuration section of the Commitment Settings page in the project's Commitments tool. 

compliance-template-commitments-settings.png

Copy Compliance Template Settings to New Projects with Project Templates

If you assign a compliance template to a Procore project and the project is configured for use as a project template, the compliance template assigned to that project is automatically copied to your company’s new Procore projects. To learn how to enable the project template feature in Procore, see Configure a Project Template.

 Note
To learn about the other settings that Procore copies to new projects with its project templates feature, see What gets copied over to a new project when applying a project template?

Manage Contract Compliance Documents on Commitments

Once your company's templates are created and you've configured the compliance template to apply to a project, invoice administrators can Manage Contract Compliance Documents & Status for a Commitment. 

Example

This is an example of the Contract Compliance Documents card in the Compliance tab of a commitment. 

contract-compliance-documents.png

Common Questions

Common Questions

Does the compliance template feature in Procore require Procore Pay?

Yes. The compliance template features in the Company Admin tool are only available with Procore Pay. The features are specifically designed for payors who configure their company's payment requirements for Procore Pay. Tracking payment requirements empowers Payments Admins and Payments Disbursers to determine when subcontractor invoices are ready to pay.

How many compliance templates can be assigned to a project?

You can create as many compliance templates as needed in the Company Admin tool. However, you can only assign one (1) template to a Procore project. Each template must have a unique name to ensure it can be identified across your projects. 

You can change the compliance template assigned to a project at any time. However, the new template assignment only affects new commitments. If the project has existing commitments, the template applied to those commitments remains unchanged.

More

To learn more about compliance templates and managing contract compliance on commitments, see these links: