Enable Procore Pay as a Payor

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Objective

To describe how to work with Procore to set up and configure Procore Pay as a payor.

Background

After purchasing Procore Pay, Procore assigns an Implementation Project Manager to oversee the Procore Pay implementation process. The Project Manager schedules time with your team to identify key contacts and technical leads, develop a project plan, roll-out strategy, conduct product training with your end users, and walk you through the payee onboarding steps.

Steps

Step 1: Initial Procore Pay Setup
Step 2: Achieve Payment Readiness
Step 3: Payment Testing & Project Closeout

Step 1: Initial Procore Pay Setup

The Payment Operations team at Procore works with your company's key contacts and technical leads to set up Procore Pay.

Tip

Does your company want to use Procore's Monthly Sandbox environment to test new tools and features? Companies enabling Procore Pay need to request an additional configuration to maintain access to your Monthly Sandbox. See How can I access my company's Monthly Sandbox after enabling Procore Pay?

Click here to view the steps.

During the initial phase, the Payment Operations team collaborates with your company's key contacts and tech leads to activate Procore Pay in your Procore account:

Procore Pay Activation. The Payment Operations team will activate Procore Pay in your Procore account. They will also activate features for Payment Requirements, Lien Waivers, and the Invoice Management tools.
Single Sign-On (SSO) Configuration. If you utilize an SSO solution, our team works with your technical leads to adjust your solution's settings to grant authorized team members Procore Pay access.
Multi-Factor Authentication (MFA). Procore Pay requires users to authenticate their identity through MFA when logging in and before performing sensitive financial transactions. Your technical team will need to choose a TOTP-compliant one-time password application. See How does MFA work with Procore Pay and why is it required?

As the payor, you will be assisted by the Payment Operations team in establishing a deposit account with Procore's banking partner and setting up user access to Procore Pay:

Approval of Banking Partner Agreements. You will need to complete forms to open a Procore Pay Deposit Account. Following this, we can initiate the integration of your deposit account with the transaction banking system. See Open a Deposit Account for Procore Pay as a Payor.
Submission of Authorized Payment Administrator Form. This form empowers our Payment Operations team to grant access to your designated Payments Admins. Post-completion, we can grant user access to your Payments Admins. See Add or Remove Payments Admins as a Payor.
MFA Setup for Payment Admins. After configuring your SSO solution, your company's authorized Payment Admins can set up MFA for Procore Pay on their mobile devices. See Set Up MFA for Procore Pay on Your Device and Log in to Procore using MFA.

This diagram details the initial Procore Pay setup workflow.

Step 2: Achieve Payment Readiness

For the next step, Procore assigns a Strategic Product Consultant to work with your company's key contacts and team members to manage your implementation process so you can achieve payment readiness. This phase typically includes payor onboarding and training with your Procore Strategic Product Consultant.

Click here to view the onboarding workflow.

Click here to view the sample training agendas.

To maximize the effectiveness of your company's training session(s), Procore encourages your key contacts and future Procore Pay to share your company's specific goals and target outcomes for Procore Pay with your Procore point of contact and Implementation Project Manager.

Sample Training Agenda: Overview Company Payments Tool

For teams interested in an overview of the Company Payments tool:

Payment Settings. See About the Payments Settings.
- Payment Processing. Manage Payment Processing.
  - Funding Accounts. See Add Funding Accounts as a Payor.
  - Payment Permissions. See Manage Payments Permissions.
  - Project Controls. See Manage Project Controls.
  - Change History. See View the Payments Tool Change History.
  - Optional. Workflow Settings. See Best Practices for Creating a Payments Workflow.
  - Advanced Settings. See Manage Advanced Settings for Payment Processing.
- Payment Requirements. See Configure Payment Requirements as a Payor.
  - Enabling Lien Waivers. See Enable Lien Waivers in the Company Payments Tool.
  - Managing Payment Requirements. See Manage Payment Requirements as a Payor.
Subcontractor Invoices Tab. See About the Subcontractor Invoices Tab in the Payments Tool.
Disbursements Tab. See About the Disbursements Tab in the Payments Tool.
Beneficiaries Tab. See About the Beneficiaries Tab in the Payments Tool.

Sample Training Agenda: Streamline Lien Waiver Collection with Procore Pay

For teams interested in streamlining lien waiver collection:

Manage Lien Waivers on Subcontractor Invoices
- As a payor:
- As a payee:
  - Sign Lien Waivers on Project Invoices
  - Unlock a Signed Unconditional Lien Waiver as an Invoice Contact
Pay Invoices with Procore Pay
- Create Disbursements

Sample Training Agenda: Manage Payment Requirements & Payment Holds on Subcontractor Invoices with Procore Pay

For teams interested in managing payment requirements and payment holds:

Manage Payment Holds as a Payor
Manage Payment Requirements
- As a payor:
- As a payee:
  - View Payment Requirements as the Invoice Contact for a Payee

Sample Training Agenda: Procore Pay + Payments Workflow

For teams interested in using the Workflows tool to customize an approval process for Payments:

Create and Configure a Payments Workflow Template. See Example Payments Workflow.
Procore Pay + Payments Workflow
- Create Disbursements
- Approve or Reject a Disbursement
- For Workflow Managers

Step 3: Payment Testing & Project Closeout

Your team will work with the Payment Operations team at Procore to complete payment testing. When complete, your Procore Implementation Project Manager discusses lessons learned and works with you to close the implementation project.

Click here to view the steps.

For this step, you'll work with the Payment Operations team at Procore to and Implementation Project Manager to:

Perform Payment Testing. The Payments Operations team will work with your Payments Admins and Payments Disbursers to test how your funding account's financial institution responds to wire requests.
Perform Production Payments. When testing is complete, your Payments Admins and Payments Disbursers can begin sending the first round of production payments. Your Payments Admins and Payments Disbursers can initiate contact and provide feedback about your experience to the Payments Operations team.
Lessons Learned & Project Closeout. After your first round of production payments, your Procore Implementation Manager will meet with your team to close out the implementation project and review lessons learned.