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Add Sub-Tier Subcontractor Information to a Subcontractor Invoice

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 General Availability in Select Markets (United States)
flag-us.png Procore Pay icon-external-link.png  is available in the United States. It is designed for General Contractors and Owner-Builders who act as their own General Contractors on a job. Procore Pay extends the Invoice Management icon-external-link.png functionality in the Procore web application to handle the payment process between general and specialty contractors.

Background

General Contractors (i.e., payors) must report all project participants to property owners, including all sub-tier subcontractors who provide services or supplies for a construction project. As an invoice contact for a Specialty Contractor, one of your roles is to add your sub-tier subcontractor's information on the invoices you submit.

You can add multiple levels of sub-tier subcontractors on an invoice and enter the 'Amount Billed' for each. To limit repetitive data entry, this sub-tier subcontractor information carries over to future invoices, showing a $0.00 balance on the next invoice. You can also update the amount for active sub-tiers.

Users can add up to 100 sub-tiers per invoice, with up to five (5) nested levels per tier. Keep in mind that when adding nested sub-tier subcontractors, Procore restricts subcontractors from hiring themselves. In addition, you can only add or change sub-tier details on invoices in the Draft or Revise & Resubmit status. Once added to an invoice, you are not permitted to edit the sub-tier subcontractor information. If you make a data entry error, contact your General Contractor, who can edit the information in the project's commitment.

Things to Consider

  • Required User Permissions
  • Additional Information:
    • Users can add up to one hundred (100) first-level sub-tier subcontractor entries to a commitment. Each first-level sub-tier subcontractor can have up to five (5) nested sub-tier subcontractors. An error message appears if a user attempts to add a sixth tier. 
    • Sub-tier subcontractors and nested sub-tiers can be added or edited on a commitment at any time. On subcontractor invoices, they can only be edited when the invoice is in the Revise & Resubmit or Draft status.
    • Invoice administrators for the payor can also add sub-tier subcontractor information to a commitment. See Add Sub-Tier Subcontractor Information to a Commitment.
    • To learn about sub-tier subcontractors, see What is a sub-tier subcontractor?

Steps

  1. Navigate to the Project level Invoicing tool. 
  2. Click the Subcontractor tab to view a list of the project's subcontractor invoices.  
  3. Locate the invoice and click its Invoice # link to open it.
  4. In the invoice, click the Lien Rights tab. 
  5. Scroll to the Sub-Tier Waivers card for this invoice.
     Note
    The invoice may include one or more sub-tier waiver cards based on the project's configuration settings for waiver collection. See Enable Sub-Tier Waivers on Subcontractor Invoices as an Invoice Administrator.
  6. Choose from these options:

Add Sub-Tiers

To provide a complete list of everyone working on a project:

  1. Scroll to the desired sub-tier card in the invoice and click Edit.
    edit-invoice-subtiers-card.png
    This places the selected card into editing mode.
  2. Click Add Sub-Tier at the bottom of the data table, and click Create New.
     
    create-new-sub-tier-on-invoice.png
    This opens the Add Sub-Tier panel. 
  3. Enter the following information in the line item:
     Note
    An asterisk (*) below denotes a required field.
    • Sub-Tier Company Name.* Type a name for the sub-tier. 
    • Kind of Work. Enter the type of work for the sub-tier company. This is a free-form text entry. 
    • Hired By. Choose the sub-tier's hiring company from the Contract Company or Sub-Tiers section of the drop-down list. 
    • Phone Number. Type the primary telephone number for this sub-tier. 
    • Sub-Tier Type. Choose the Supplier or Subcontractor option to indicate the company's business type. 
    • Street Address. Type the primary address for this sub-tier. 
       Note
      To add an apartment, suite, or unit number, click the Add Apt, Suite, Unit link to show those entry fields. 
    • City.* Enter the city for this sub-tier's primary address.
    • State.* Enter the state for this sub-tier's primary address. 
    • ZIP.* Enter the postal code for this sub-tier's primary address. 
    • Country.* Enter the country for this sub-tier's primary address. 
    • Amount Billed This Invoice*. Enter the amount the sub-tier billed you for this invoice.
       Important
      No amount billed for this invoice? If one of the listed sub-tiers didn't bill an amount for this invoice, enter $0.00 in the Amount Billed This Invoice field. This field cannot be blank. 
    • Est. Contract Amount. Enter the estimated contract amount for the sub-tier. 
    • Sub-Tier Waiver Contact Email Address. Type the email address of the person signing the lien waiver for the sub-tier subcontractor. This person does not need a Procore user account.
    • Billing Type. Choose Progress or Final.
    • Click Add Sub-Tier.
  4. Repeat the step above for each sub-tier subcontractor. 
  5. Click Save. 

Certify No Sub-Tiers

If there are no sub-tier subcontractors for the project invoice, click the Certify No Sub-Tiers button. The message 'You have certified no sub-tiers are involved in this project' appears.

certify-no-sub-tiers.png