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About Joint Checks with Procore Pay

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About Joint Checks in Procore Pay: MoreOverview

For payors issuing joint checks outside of Procore and Procore Pay, team members can use Procore's Invoice Management tools with Procore Pay to track and manage joint check payment agreements on commitments and subcontractor invoices.

  • Users with the appropriate permissions on the Commitments tool can easily add sub-tier subcontractor information to commitments or subcontractor invoices to specify when joint checks are required. This helps to ensure that payors and payees who enter into joint check agreements with sub-tier subcontractors can maintain financial accuracy in Procore and prevent overpayments in Procore Pay. 
  • Once the joint check settings are enabled in Procore's Invoice Management tools, payees can confidently request lien waiver signatures from the appropriate sub-tier subcontractors with a seamless collection workflow. 
  • Informational banners alert users when disbursements include invoices requiring joint checks to minimize errors and support your team's payment activities.
  • Alert messages help teams ensure joint checks are cut to avoid overpayment.
  • Actions related to sub-tier joint checks and waivers are logged in the Change History tabs within commitments and subcontractor invoices. This provides a transparent audit trail to promote accountability and clarity. 

Considerations

When managing joint checks with Procore's Invoice Management tools and Procore Pay, keep these points in mind:

  • To issue a joint check:
    • Always issue joint checks outside of Procore Pay. Payors typically issue a handwritten paper check or cut a joint check with an integrated ERP system. 
  • To help Payments Admins and Disbursers prevent overpayment when using Procore Pay to pay subcontractor invoices, your team must:
    • Enable the joint check tracking settings on commitments and subcontractor invoices. 
    • Ensure all joint check payments are logged in the appropriate commitment's Payments Issued tab before authorizing a disbursement for payment processing. 
  • For payors using an integrated ERP System to issue joint checks: Show/Hide      
    • Always ensure that any ERP bill payments have been synced to the Payments Issued tab in the Commitments tool before authorizing a disbursement for payment processing.
    • To learn which Procore-built ERP Integrations sync data with the Commitments tool, see Procore Pay and ERP: Detailed Data Mapping.

Roles and Permissions

Tracking and managing joint checks with Procore's Invoice Management tools and Procore Pay requires specific roles and user permissions. To learn more, look for the task to perform in Procore Pay Permissions.  

Key Features

When using Procore's Invoice Management tools with Procore Pay, payors have access to a comprehensive set of features to help your team efficiently track and manage joint check payments issued outside of Procore and Procore Pay. 

Track Sub-Tiers Requiring Joint Checks on a Subcontractor Invoice

To track sub-tier requisitions that require joint checks on a single invoice, users with 'Admin' level permissions on the Commitments tool can open a subcontractor invoice using the Commitments or Invoicing tools. While viewing the Add Sub-Tier button on the Sub-Tier Waivers for This Invoice card on the invoice, click the Add Sub-Tier button. When the Add Sub-Tier panel opens, enter the sub-tier subcontractor's information in the fields provided and place a mark in the Issue a Joint Check for this Sub-Tier box. For instructions, see Add Sub-Tier Subcontractor Information to a Subcontractor Invoice.

Example

This shows you the Add Sub-Tier pane in the Sub-Tier Waivers for This Invoice card on a subcontractor invoice. Under Joint Check on All Invoices, mark the Issue a Joint check for this sub-tier check box. 

issue-joint-check-for-this-sub-tier.png

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Track Sub-Tiers Requiring Joint Checks on All Future Subcontractor Invoices

To track sub-tier requisitions requiring joint checks on all future invoices, users with 'Admin' level permissions on the Commitments tool can place a mark in the This sub-tier should receive a joint check on all future invoices box. This checkbox is available when users add or edit sub-tier subcontractor information in Procore's Invoice Management tools. For instructions, see:

 Important
If the first-tier subcontractor already has an existing, unsubmitted subcontractor invoice in Procore, users must remember to apply this setting on the appropriate sub-tier on that invoice. See Add Sub-Tier Subcontractor Information to a Subcontractor Invoice.
Example

This shows you the Sub-Tier Details pane when adding sub-tier subcontractor information to a commitment. Under Joint Check on All Invoices, mark the This sub-tier should receive a joint check on all future invoices check box. 

this-subtier-should-receive-a-joint-check-option.png

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Request Sub-Tier Waiver for Joint Check Invoices

Once the joint check setting is turned ON for a sub-tier subcontractor for a sub-tier on a subcontractor invoice or a commitment, payees who manage sub-tiers in Procore can click the Start Request button in the appropriate sub-tiers card in a subcontractor invoice. The system automatically places a checkmark in the Joint Check this Invoice box on the Request Waiver page. Payees cannot turn the joint check option OFF.

 Note
Only payors can turn the joint check option OFF. Changing this setting is only recommended when the sub-tier subcontractor is not receiving a joint check from the general contractor and first-tier subcontractor. 
Example

This illustration shows you the Joint Check This Invoice check box on the Request Waiver page. Only payors can remove the mark to turn the joint check option OFF. To learn more, see Request a Signature from a Sub-Tier Waiver Contact as a Payee. 

request-waiver-joint-check-this-invoice.png

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Update Joint Check Information to Generate Sub-Tier Lien Waivers

If payees collect sub-tier signatures using Procore Pay's lien rights management features (see Request a Signature from a Sub-Tier Waiver Contact as a Payee), Procore Pay updates the following fields to account for joint checks when generating the lien waiver for the sub-tier subcontractor to sign. The fields include: 

  • Maker of Check. Shows the payor's 'Company Name' (corresponds to the 'Name' in the company's record in the Directory tools). 
  • Check Payable To. Shows the name of the first-tier subcontractor (corresponds to the 'Contract Company' on the commitment) and the sub-tier contractor (corresponds to the 'Sub-Tier Company Name' on the first-tier subcontractor invoice). 
  • Who wrote the check for this payment? Shows the payor's 'Company Name' (corresponds to the 'Name' in the company's record in the Directory tools). 
 Note
To learn more, see What variables can we include as placeholders in a lien waiver template?
Example

When a payee requests a signature from a sub-tier subcontractor, Procore Pay generates a lien waiver. The noted data fields show the joint check information, so the sub-tier subcontractor can confidently sign the waiver so the first-tier subcontractor can submit it to the payor. 

request-sub-tier-signature-joint-check.png

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Remind Payments Admins and Disbursers to Issue Joint Checks While Reviewing Invoices

When adding new subcontractor invoices to a disbursement, an informational banner appears at the top of the Review Invoices card in the Create Disbursements experience. To help your team avoid overpayment, this alert reminds Payments Admins and Disbursers to ensure that all joint check payments are issued and logged in the Payments Issued tab of each commitment before continuing with disbursement creation. For payors issuing joint checks with an integrated ERP system, always ensure that ERP bill payments have synced to the Payments Issued tab in the Commitments tool before continuing. For instructions, search for the Detailed Data Mapping page for your specific integration. To learn more, see ERP Integrations. 

To help your team avoid overpayment, Procore advises users to click the Learn More button to read About Joint Check with Procore Pay before continuing with the disbursement.

Example

This shows the informational banner that appears in the Review Invoices card of a disbursement. This banner reminds Payments Admins and Payments Disbursers to issue joint checks outside of Procore and to log any joint check payments in the Payments Issued tab before processing invoice payments in the Create Disbursements experience. 

review-invoices-joint-checks-banner.png

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Alert Payments Admins and Disbursers when Invoices are Ineligible for Payment

When selecting a funding account during the Create Disbursements steps, Procore Pay checks the subcontractor invoices to confirm payment eligibility. If one (1) or more invoices are ineligible for payment, the We Cannot Create this Disbursement alert appears. Click Show Details to view the message. 

Example

This is the We Cannot Create this Disbursement alert with the Show Details button. The alert appears when the system detects one (1) or more invoices cannot be paid at the time. 

we-cannot-create-this-disbursement.png

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Show Details About Ineligible Invoices to Payment Admins or Disbursers

After clicking Show Details, the system lists ineligible invoices and includes important details to provide a reason. In addition, the button's label changes to Hide Details. For invoices being tracked as requiring joint checks, users must first issue joint checks outside of Procore Invoice Management and Procore Pay. Once issued, ensure joint check payments are logged in the Payments Issued tab of the Commitments tool before continuing. See Add a New Payment to the Payments Issued Tab of a Commitment. 

Example

This shows the details appearing in the We Cannot Create this Disbursement alert in the Review Invoices card in the Create Disbursements experience. This alert appears when the paid amount on the invoice is less than a joint check amount. 

remove-invoices-and-review.png

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Remove or Review Ineligible Invoices as a Payments Admin or Disburser

To quickly access the ineligible invoices, a Payments Admin or Payments Disburser can click the Remove Invoices & Review button in the alert message to return to the Review Invoices card in the Create Disbursements experience. 

Example

This shows the Remove Invoices & Review button that appears in the 'We Cannot Create this Disbursement' alert in the Review Invoices card in the Create Disbursements experience. 

remove-invoices-and-review-button.png

Once the Review Invoices card is showing, you have these options:

Example

This is an example of the options available in the Review Invoices card in the Create Disbursements experience. 

review-or-remove-invoice-from-review-invoice-card.png

  • To review an invoice, click the Invoice No. in the Review Invoices card.
  • To remove an invoice from the disbursement, click the icon-delete-trash6.png Delete icon. 

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Log Sub-Tier Change History in Commitments

These sub-tier actions are logged in the Change History tab in a commitment:

  • Sub-Tier [Company Name]: Waiver Status
  • Sub-Tier [Company Name]: Joint Check Future Invoices
  • Sub-Tier [Company Name]: Est. Contract Amount
  • Sub-Tier [Company Name]: Waiver Contact Email
  • Sub-Tier [New Company Name]: Company Name
 Note
To learn more, see View the Change History of a Commitment. 

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Log Sub-Tier Change History in Subcontractor Invoices

These sub-tier actions are logged in the Change History tab in a subcontractor invoice:

  • Sub-Tier [Company Name]: Amount
  • Sub-Tier [Company Name]: Billing Type
  • Sub-Tier Conditional Waiver for [Company Name]: Waiver Status
  • Sub-Tier Unconditional Waiver for [New Company Name]: Waiver Status
  • Sub-Tier Requisition for [Sub-Tier Company] - Joint Check Requisition
 Note
To learn more, see About Subcontractor Invoices.

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