About the Compliance Tab on Subcontractor Invoices with Procore Pay

Payors with Procore Pay can directly manage required documents on subcontractor invoices using the controls in the Compliance tab of subcontractor invoices. This helps your team ensure that every payment is contractually sound. The controls in this tab integrate with the Payment tool's compliance templates, which can be configured in the Payment Requirements. See Manage Payment Requirements as a Payor.

Here are the benefits of managing compliance documents on invoices:

• Ensure contract and invoice compliance: Track agreements, licenses, and permits to meet all contractual obligations.
• Reduce financial risk: Verify document status before payment, minimizing potential disputes and financial setbacks.
• Streamline compliance workflow: Configure and manage required documents within the invoice submission process, saving time and effort.
• Improve payment accuracy: Link compliance to payment requirements, eliminating errors and ensuring accurate payments.
• Maintain visibility of payment readiness: Gain complete visibility of compliance status, empowering informed payment decisions.
• Pay subcontractors with confidence​​​​​​. Know that every payment requirement is met before paying an invoice. 

Before you get started, consider the following. 

The Compliance tab on a subcontractor invoice in Procore Pay includes several key features designed to streamline the management of compliance documents during the invoice process.These features collectively help ensure that all compliance-related requirements are efficiently managed, reducing the risk of payment delays due to missing or incomplete documentation.

1. Navigate to the Company level Admin tool. 
2. Under Tool Settings, choose the option available in your project:
   • Click the Contracts tab.
     OR
   • If you have the Change Management tools enabled, click the Contracts and Change Orders tab.
3. Click the Compliance Templates tab.
   
4. Click Create Template. 
   This opens the Create Template prompt.
5. In the Create Template prompt enter a unique name in the Template Name box. 
   
6. Click Create. 
   The template opens on a new page. The General tab is active.

1. Navigate to the Company level Admin tool. 
2. Under Tool Settings, click Contracts.
3. Click Compliance Templates.
4. Locate the template to update and choose one of these options:
   • Manage. Click this button to open the template.
     OR
   • Template Name. Click this button to open the template. 
5. In the General tab, scroll to the Required Compliance Documents card, click Add Requirement.
   This opens the Create New Requirement window. 
6. In the Document Details card, do the following:
   • Document Type. Choose an option from the list: Bond, Closeout, License, Master Agreement, Other, Payroll, Permit, Project Insurance, Safety, Stored Material, or W-9.
   • Document Name. Type a name for the document. 

7. In the Criteria card, make the appropriate selections for the document you need to collect:
   

   • Collect At. This determines where the document will be collected and how it impacts Payment Requirements on invoices.

     • Commitment. Choose this option if the required document impacts the Payment Requirements of all invoices.

     • Invoice. Choose this option if the required document impacts just the individual invoice it’s being collected on. 

   • Apply Requirement to. This determines whether to backfill this document requirement.

     • All active commitments/invoices. Applies the requirement to all commitments/invoices when an invoice is created or edited or when the commitment is edited. 

     • Commitments/Invoices created on or after. Enables a date field so the requirement can be applied to commitments/invoices created after a specified date.

   • Commitment Type. Assign this document to

     • Purchase Orders

     • Subcontracts

     • Subcontracts & Purchase Orders.

   • Frequency. This determines how often the document should be required. Documents collected at the Commitment are only collected “Once”. Documents collected at the invoice can be required at the following frequencies:  

     • First Billing. On the first invoice created on the commitment.

     • Every Progress Billing. On every invoice created on the commitment.

     • Final Billing. On any invoice with the Billing Type of “Final Billing”.

8. Under Additional Criteria, click Add Condition to define conditional rules.

9. Create Conditions as follows:

   • Standard Conditions (Based on Financials/Progress):

     • From the When dropdown, select a standard financial or progress field, such as:

       • % complete.

       • Materials presently stored.

       • Original contract amount.

       • Retention release. The Is dropdown will appear.

       •  From the Is dropdown, choose:

         • Greater than or equal to

         • Less than A numerical/dollar amount field will appear. 

           • Enter the required dollar or percentage value.

   • Custom Conditions (Based on Commitment Custom Fields):

     • From the When dropdown, choose one of the available Commitment Custom Fields. These include:

       • Commitment Custom Checkbox fields

       • Commitment Custom Single Select fields Note: Commitment Custom Fields (e.g., Single Select, Checkbox) must first be created and applied to the commitment Fieldset in the Company Admin tool to be available in the dropdown.

     • From the Is dropdown, choose:

       • Is

       • Is not

     • Select the specific value from the custom field that the commitment must match (e.g., "Minority Business Enterprise (MBE)").

10. Click Create.

11. Repeat these steps to add more requirement documents to the template.

1. Navigate to the Company level Admin tool. 
2. Under Tool Settings, choose the option available in your project:
   • Click the Contracts tab.
     OR
   • If you have the Change Management tools enabled, click the Contracts and Change Orders tab.
3. Click Compliance Templates.
4. Locate the template to update and choose one of these options:
   • Manage. Click this button to open the template.
     OR
   • Template Name. Click this button to open the template. 
5. (Optional) In the General Information card, click Edit to change the template name. Then click Save. 
6. In the Required Compliance Documents card, find the requirement to update and click Edit.
   This opens the Edit Requirement panel. 
7. In the Document Details card, do the following:
   • Document Type. Choose an option from the list: Bond, Closeout, License, Master Agreement, Other, Payroll, Permit, Project Insurance, Safety, Stored Material, or W-9.
   • Document Name. Type a name for the document. 
8. In the Criteria card, choose the Collect At requirement to determine if Procore Pay tracks the requirement:
   • Commitment. Assign this to a Purchase Order, Subcontract, or both Subcontract & Purchase Order. To get email alerts for upcoming or past document expirations, mark the checkbox.
     OR
   • Invoice. Choose the commitment type. Then, set the billing cycle: First Billing, Every Progress Billing, or Final Billing. 
9. Click Save.
   A green success banner appears to confirm the update. 
10. Repeat the steps above to update other requirements.
     

1. Navigate to the Company level Admin tool. 
2. Under Tool Settings, click Contracts.
3. Click Compliance Templates.
4. Locate the template to update and choose one of these options:
   • Manage. Click this button to open the template.
     OR
   • Template Name. Click this button to open the template. 
5. In the Required Compliance Documents card, locate the document to delete and click the trash can  icon. 
   
6. In the Delete Compliance Requirement? prompt, click Delete.
   A GREEN success banner confirms the delete action.

    Caution

   The compliance requirement cannot be restored to the template ones its deleted. This modification only affects new commitments (or invoices) on projects configured to use this compliance template.

7. Repeat the steps above to delete any additional compliance documents from the template.

    Notes

   • Deleting a requirement from a template does NOT remove the requirement from any existing commitments or invoices.
   • As an invoice administrator, you can delete any requirement from an project commitment or invoice, whether it originated from a template or not.

1. Navigate to the Company level Payments tool. 
2. Click the Payments Settings  icon. 
   This opens the Payments Settings page. 
3. Click the Payment Requirements tab. 
4. Click Payment Requirements. 
5. Choose one (1) option for each requirement:
   • Not Required. Doesn't track the payment requirement. 
   • Required but Allows Payment. Alerts users about unsatisfied payment requirements but lets them send payments. 
   • Required and Prevents Payment. Alerts users about unsatisfied payment requirements and prevents them from sending payments. 
6. Configure the options in each section as desired:

1. Navigate to the Company level Admin tool. 
2. Under Tool Settings, click Contracts.
3. Click Compliance Templates. 
4. Under Compliance Templates, locate the template to assign to a project.
5. Click the link for the desired template in the Assign to Projects column. 
   This opens the Assign Templates to Projects prompt. 
6. Choose one of these options:
   • To select all projects, mark the check box in the Project column.
   • To select individual projects, mark the checkboxes that correspond to the desired projects.
      
7. Click Assign.
   A GREEN banner indicates a successful assignment. Once assigned, Procore generates the template's insurance and contract compliance requirements on all new commitments. 

1. Open a subcontractor invoice from the Commitments, Invoicing, or Payments tool. The tool you use depends on your permissions. 
2. Click the Compliance tab. 
3. Click Upload. 
4. In the Document Details pane, do the following:
   • Attachments. Click Attach Files or drag and drop file(s) to the attachments area. 
   • Document Type. Select a document type from the list: Bond, Closeout, License, Master Agreement, Other, Payroll, Permit, Project Insurance, Safety, Stored Material, or W-9. 
   • Document Name. Type a name for the document. 
   • Effective Date. Select or enter the effective date. 
   • Expiration Date. Select or enter the expiration date. 
5. Click Save. 
   This changes the document status from Not Submitted to Submitted. 

1. Open a subcontractor invoice from the Commitments, Invoicing, or Payments tool. 
2. Click the Compliance tab. 
3. Click Create New. 
4. In the Document Details pane, do the following:
   • Attachments. Click Attach Files or drag and drop file(s) to the attachments area. 
   • Document Type. Select a document type from the list: Bond, Closeout, License, Master Agreement, Other, Payroll, Permit, Project Insurance, Safety, Stored Material, or W-9. 
   • Document Name. Type a name for the document. 
   • Effective Date. Select or enter the effective date. 
   • Expiration Date. Select or enter the expiration date. 
5. Click Save. 
   This changes the document status from Not Submitted to Submitted. 

1. Open an invoice from the Commitments, Invoicing, or Payments tool. 
2. Click the Compliance tab. 
3. In the Compliance Documents card, locate a compliance document in the In Review status. 
4. Click Review. 
   
   
   This opens a preview window for viewing the document and its details. 
5. Click one of these buttons:
   • Request Revision. Click to request a revision. This opens a window where you can enter a reason for your request. Then click the Request button to send the request to the payee's invoice contact. 
     OR
   • Approve. Click to approve the document.

• Edit a Required Compliance Document
• Delete a Required Compliance Document