Payee: User Guide

Pay builds on the existing Project Financials and Invoice Management tools in Procore to streamline the subcontractor invoice payment process and automate the lien waiver exchange. 

Depending on the General Contractor you are working with, you may sign a commitment using a commitments workflow, email, or DocuSign®.

1. Open the email with the awarded contract for your bid.
2. Click View PDF.
3. Print out the subcontract and sign it where indicated.
4. Scan the document.
5. Attach the scanned file to an email message and send it to the responsible party who sent you the initial form.

1. Open the signature request email you received from DocuSign^®.
   
   
    
2. Click Review Document. 
   This launches the DocuSign^® application. 

    Note

   • You do NOT need a DocuSign^® account to review or sign a document. See Do I need a DocuSign© account?
3. In the 'Please Review & Act on These Documents' window, do the following:
   
   
    
   1. Click the Electronic Record and Signature Disclosure. You must read and agree to the 'Agreement to do business' page that appears. You have download, print, and close the page. 
   2. After reading the disclosure, place a mark in the I agree to use electronic records and signatures check box. 
   3. Click Continue. 
4. Click Start on the left side of the page. This takes you to the first place to sign (or initial) in the document.
   
   
5. Click the Sign box. 
   
   
    
6. If this is the first time you are signing a document, the 'Adopt Your Signature' window appears.
   
   • Full Name. Type your full name in the box. 
   • Initials. Type your initials in the box. 

      Note

     You can optionally change the style of your signature, draw your signature, or upload a signature. To learn how to use these features, visit: https://support.docusign.com 
7. When you are ready to proceed, click Adopt and Sign.
   The Required Signature applied tooltip appears. 
   
   
8. Some documents require you to sign in more than one position. Continue to sign the document as required, until you reach the Finish button. 
9. When you are ready to complete the signature process, click Finish.

    Note

   A message appears to confirm you are done signing. Use the Download or Print icon to save a copy of the signed document. The sender in Procore receives an email notification with a copy of the signed document. The signed document is saved in the sender's Procore and DocuSign^® accounts.
   
   
10. Click Continue. 
    DocuSign^® sends you an email copy when all of the required signatures are completed. 

General contractors can use Procore Pay to pay subcontractor invoices submitted in Procore Invoice Management. When a payor marks a commitment as 'Approved', Procore creates a Procore Pay Agreement with the commitment details and, if applicable, fees required to use Procore Pay. The agreement must be accepted for you to be paid using Procore Pay.

• Required User Permissions
• To be paid by a general contractor using Procore Pay, you must review and accept a pay agreement for every commitment. 
• System and Company Administrators are notified by email when there is a new payment agreement to review and accept.
• Fees may or may not be applied depending on the general contractor you are working with.
• If fees are applied:
  • They are calculated at 20 basis points of the invoice's payout amount, with a maximum of $4,000 per commitment.
  • Fees are collected after the invoice is approved. 
  • Depending on the general contractor you are working with, a Procore Pay Agreement may need be accepted before you can submit an invoice.
  • Currently, you must add a credit card to pay the fee. The same credit card is currently used for all fees. If needed, you can Change the Default Payment Method.

1. Navigate to your company's homepage. See How do I change companies?
2. Navigate to the Payments tool.
3. Click the Procore Pay Agreements tab.
4. Under 'Pending Agreements,' locate the agreement and click Review.
5. Review the Pay Agreement information.
6. If required, enter your credit card information and click Save Card.
7. Click Accept Agreement.
8. If an Early Pay program is available, review the program details. 
   1. Mark one of the following selections:
      • Yes, enroll in Early Pay.
      • No, do not enroll in Early pay.
   2. Click Save to save your enrollment or click Skip to continue without enrolling.
      Note: You can change your Early Pay enrollment at any time. See Review and Manage Early Pay Enrollments as a Payee.

A Subcontractor Invoice is a request for payment submitted by a business or individual who has entered into a binding agreement with another contracting party. In Procore, a subcontractor invoice is an equivalent term for a payable invoice.

When a General Contractor sends a downstream collaborator an 'Invite to Bill', they invite an invoice contact to send a response. If you receive an invite, the Invited By person is the invoice administrator for the commitment that the invoice is billing against. This means you are an invoice contact and you can submit an invoice for work completed in the Billing Period. For instructions, see Respond to the Invite to Bill.

To respond, review the Invoice Details in the invite. Under Do you want to bill this period? click a button:

• Yes
  • To submit an invoice now, click Yes to launch the Procore web application and log in. Next, continue with Update the New Invoice. 
  • To submit an invoice later, keep the invite and click Yes or No before the Due Date.
• No
  • To decline the invite, click No before the Due Date. A Thank You message acknowledges your response. To change your response, click Yes before the Due Date. 

In the New Invoice for [Contract #] page, update these sections: General Information and Schedule of Values before clicking Send.

To add attachments, click Attach Files to upload any files. You can also drag-and-drop any files. 

To send your invoice back to the invoice administrator for review, click one of these buttons:
 

• To save a Draft invoice, click Save as Draft. You can complete it later before the Due Date. 

   Tip

  Want to share your invoice with others? If so, see Export Subcontractor Invoices. Then insert the exported file as an email attachment or review it as a printout.
  OR
• To send your completed invoice for review, click Send. This changes the invoice's status to Under Review and sends an email to the invoice administrator.
  Note: If lien waivers are present, the button will say Next. Click Next to review and sign associated lien waivers. 
  
  

   Important

  • Unless the invoice administrator changes the invoice's status to 'Revise & Resubmit', you can no longer edit the invoice. To learn about the review process, see Review a Subcontractor Invoice as an Invoice Administrator. For status information, see What are the default statuses for Procore invoices?

With Procore Pay, invoice contacts can preview, sign, and regenerate lien waivers for an invoice. Anyone with the ability to view an invoice can preview signed conditional lien waivers.  For a list of tasks related to managing lien waivers with the Invoice Management tools, see Manage Lien Waivers on Project Invoices.

To preview the invoice's lien waivers, scroll to the Lien Waivers card and click the Preview button. This downloads a PDF copy of the selected lien waiver. If your computer is set up to open PDF in a third-party PDF viewer, this opens the PDF. For instructions, see Preview Lien Waivers on Project Invoices.

1. Open the invoice with the lien waiver to sign.

    Tip

   How to open an invoice? If you are an invoice contact, you can open the invoices using one of these methods:

   • Navigate to the Project level Commitments tool. Next, locate your commitment and click the Number link. In the contract, click the Invoices tab. Locate the invoice and click its Invoice # link.
   • If you received an invite to bill for the Procore project, open the message in your email program's Inbox and click the View Online link. 
2. Scroll to the Lien Waivers card.
3. Click Sign.

    Tips

   • Where is the Sign button? The Sign button only appears when the lien is in the Pending Signature state.
   • Is it safe to sign an unconditional lien waiver before receiving this invoice payment? Yes. For unconditional lien waivers, a GRAY banner indicates that your signature is hidden from the payor until the corresponding invoice is paid in full.  Although it is uncommon to provide the payor with a signed lien waiver before receiving payment, you do have the option to manually unlock a signed unconditional lien waiver. For instructions, see Unlock a Signed Unconditional Lien Waiver as an Invoice Contact. 
   • What if I don't have legal authority to sign lien waivers for my company? As an invoice contact, you can share signature authority with the appropriate person. To learn more, see Share Lien Waiver Signature Authority.
   
4. In the [Company Name] is Requesting a Lien Waiver window, click Fill Out & Sign.
   This opens the Fill Out Document window. 
5. Conditional. Choose from these options, depending on the type of lien waiver you are signing:

    Caution

   • Before signing a lien waiver, it is important to understand the different lien waiver types. See What is a lien waiver?
   • A signed lien waiver is your legal acknowledgment that payment has been received. When you receive a progress and/or final payment, a signed lien waiver may be required by your general contractor. Depending on the job location, the State government may also require a mandatory lien waiver form, which is included with your invoice. 
   • To protect your legal and financial interests, it is important to understand what you are signing and when you furnish a signed lien waiver. 
   • Conditional.  A conditional lien waiver should be signed when you expect to receive a progress or final payment. Signing a conditional lien waiver only waives your lien rights for the amount specified through a specific date on the condition that payment through that date is received.
   • Unconditional. An unconditional lien waiver is not conditioned on actual payments. Because signing an unconditional lien waiver waives your lien rights immediately, note that Procore Pay protects signees by hiding their signatures until they have been paid for the corresponding invoice in full. A lock is placed on the signed lien waiver until you unlock it. 
6. Click Next. 
7. Under Who should receive this document? prompt, choose your signature options:

    Notes

   • If the lien waiver template allows e-signatures, the eSign tab appears. 
   • If the lien waiver template has the 'requires Notary' setting, the Print + Sign tab appears. 
8. Use the controls in the eSign or Print + Sign tab:  
   • Signature. The signature block includes a default signature for use when signing a lien waiver. To change your signature, click Update Signature. Then type, draw, or upload a new signature. 
   • Requester. To add new recipients, click the Add Recipient list to select one of your existing contacts or add a new recipient. When adding a new recipient, be sure to assign the contact a Contact Role and enter as much information for the contact as possible and click Save. 
   • Email Options: To add a note to accompany the email, enter a message in the Add a Note box. To send a copy to yourself, type your email address in the Send a Copy To box. 

      Notes

     • If the lien waiver template allows e-signatures, click the Fill Out and Sign button to sign the lien waiver. Once signed, Procore Pay appends a Certificate of Signature to the lien waiver when users compile or download the waiver. Click here for an example.
     • If the lien waiver template has the 'requires Notary' setting, you must print the waiver, sign it, and then click Upload Signed PDF to upload your signed copy. 

9. When you are ready to send the lien waiver to your recipients, read the Terms of Service provided and click Accept Terms and Send Document. 

10. Once you are done signing the lien waivers you will come back into the Procore Invoice and you will need to click one of these buttons:

• To save a Draft invoice, click Save as Draft. You can complete it later before the Due Date. 
  OR

• To send your completed invoice for review, click Send. This changes the invoice's status to Under Review and sends the invoice administrator an email.

   

1. Open an invoice and scroll down to the Lien Waivers card. 

    Tip

   How do you open an invoice? Navigate to the Project level Invoicing tool, click the Subcontractor tab, locate the invoice, and then click its Invoice # number link. Alternatively, you can navigate to the Project level Commitments tool, locate the invoice's contract, and then click its Number link to open it. In the contract, click the Invoices tab and then click the appropriate Invoice # link to open it. 
2. Click the Regenerate Lien Waivers button. To alert specialty contractors when one or more lien waivers are available to sign, Procore Pay sends an automated email notification to all designated invoice contacts on the commitment. See Add Invoice Contacts to a Purchase Order or Subcontract. 
   
   

    Tip

   How does Procore know what kind of lien waiver(s) to generate? First, your company's Payments Admin follows the steps in Create Lien Waiver Templates and Enable Lien Waivers in the Company Payments Tool. Next, an invoice administrator on your project follows the steps in Enable Lien Waivers & Set Default Templates on Projects. The project must have a 'State' selected in the Project level Admin tool on the General tab in the Project Location section and it must match the 'State' defined in the project's default template. 
   Procore Pay generates the lien waiver(s) and updates the generated date/time on the Lien Waivers card. Invoice administrators can click the Regenerate Lien Waivers button once every five (5) minutes. 

Invoice administrators can show or hide the 'Sub-Tiers' card on the 'Lien Rights' tab on the subcontractor invoices in a Procore project. The 'Sub-Tiers' card lets an invoice administrators and/or invoice contacts add billing data for each sub-tier subcontractor on an invoice. See Add Sub-Tiers to a Project Invoice. To clarify data entry guidelines, you can also add instructions. For example, you can add instructions indiciating that you are collecting waivers from sub-tiers that billed over $10,000 on the current invoice. Once enabled on a project, invoice contacts can also sub-tier billing data, upload signed sub-tier lien waivers and submit them to invoice administrators for review in a subcontractor invoice. 

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
   • Certify No Sub-Tiers 

1. Navigate to the Project level Invoicing tool.
2. Click the Settings  icon.
   This opens the Invoicing tool's Settings page. 
3. Click the Subcontractor tab. 
4. Locate the invoice to open and click the Invoice # link. 
5. Click the Lien Rights tab. 

    Important

   The options that you see on the Lien Rights tab are dependent on the Invoicing Settings set by the payor. For details, see Enable Sub-Tier Waivers on Project Invoices. 
6. Choose the option that corresponds to the card(s) that you see on the Lien Rights tab:

• I see one card named 'Unconditional Sub-Tier Waivers for the Previous Invoice': Show/Hide      
  • When you see this card, you must upload signed unconditional sub-tier waivers for the previous billing period. You must include these in your subcontractor invoice for the current Open billing period. 

    Example

    If you are submitting a subcontractor invoice for the billing period 3/1/2024 - 3/31/2024, you can:

    • Collect signed unconditional lien waivers from your sub-tier contractors for the previous billing period (2/1/2023 - 2/29/2024). 
    • Upload and submit the signed sub-tier waivers on your subcontractor invoice for 3/1/2024 - 3/31/2024.

    If you need to add sub-tiers to this card, complete the steps in Add Sub-Tiers to a Subcontractor Invoice. 

    

    1. Scroll to the Unconditional Sub-Tier Waivers for the Previous Invoice card. 
    2. For each Sub-Tier Name, do the following:
       1. In the Waivers column, click Upload.  
          This opens an attachment viewer. The Details panel is active. 
       2. Under Attachment:
          • Click Attach File. 
            OR
          • Drag and drop a file from your computer or network to the Attachment area. 
            The file upload is complete when it appears in the viewer and a Download  icon appears in the top-left corner of the page. Until you submit it, the file's status is Not Submitted.
    3. Enter an amount in the Amount Billed This Invoice field. 
    4. Choose a Billing Type option: Progress or Final.
    5. Click Submit.
       A GREEN success banner confirms the upload and the file status changes to Review Pending. 
    6. Repeat these steps for each sub-tier subcontractor. 

• I see one card named 'Unconditional Sub-Tier Waivers for this Invoice': Show/Hide      
  • When you see this card, you must upload signed unconditional sub-tier waivers for the current Open billing period. You must include these in your subcontractor invoice for the current Open billing period. 

    Example

    If you are an invoice contact submitting a subcontractor invoice for the billing period 3/1/2024 - 3/31/2024, you can:

    • Collect signed unconditional lien waivers from your sub-tier contractors for the current billing period (3/1/2024 - 3/31/2024). 
    • Upload and submit the signed sub-tier waivers on your subcontractor invoice for 3/1/2024 - 3/31/2024.

    If you need to add sub-tiers to this card, complete the steps in Add Sub-Tiers to a Subcontractor Invoice. 

    

    1. Scroll to the Unconditional Sub-Tier Waivers for this Invoice card. 
    2. For each Sub-Tier Name, do the following:
       1. In the Waivers column, click Upload.  
          This opens an attachment viewer. The Details panel is active. 
       2. 1. Under Attachment:
             • Click Attach File. 
               OR
             • Drag and drop a file from your computer or network to the Attachment area. 
               The file upload is complete when it appears in the viewer and a Download  icon appears in the top-left corner of the page. Until you submit it, the file's status is Not Submitted.
       3. Enter an amount in the Amount Billed This Invoice field. 
       4. Choose a Billing Type option: Progress or Final.
    3. Click Submit.
       A GREEN success banner confirms the upload and the file status changes to Review Pending.
    4. Repeat these steps for each sub-tier subcontractor. 

• I see two cards named 'Conditional Sub-Tier Waivers for this Invoice' and 'Unconditional Sub-Tier Waivers for the Previous Invoice': Show/Hide      
  • When you see both of these cards, invoice contacts must upload either signed conditional sub-tier waivers for the current Open billing period or signed unconditional sub-tier waivers for the previous invoice. You must include these in your subcontractor invoice for the current Open billing period. 

    Example

    If you are submitting a subcontractor invoice for the billing period 3/1/2024 - 3/31/2024, you can:

    • Collect signed unconditional lien waivers from your sub-tier contractors for the Open billing period (3/1/2024 - 3/31/2024). 
    • Collect signed unconditional lien waivers from your sub-tier contractors for the previous billing period (2/1/2024 - 2/29/2024).

    If you need to add sub-tiers to this card, complete the steps in Add Sub-Tiers to a Subcontractor Invoice. 

    

    

    1. Scroll to the Conditional Sub-Tier Waivers for this Invoice card. For each Sub-Tier Name, do the following:
       1. In the Waivers column, click Upload. 
          This opens an attachment viewer. The Details panel is active. 
       2. 1. Under Attachment:
             • Click Attach File. 
               OR
             • Drag and drop a file from your computer or network to the Attachment area. 
               The file upload is complete when it appears in the viewer and a Download  icon appears in the top-left corner of the page. Until you submit it, the file's status is Not Submitted.
       3. Enter an amount in the Amount Billed This Invoice field. 
       4. Choose a Billing Type option: Progress or Final.
    2. Scroll to the Unconditional Sub-Tier Waivers for the Previous Invoice card. For each Sub-Tier Name, do the following:
       1. In the Waivers column, click Upload.  
          This opens an attachment viewer. The Details panel is active. 
       2. Under Attachment:
          • Click Attach File. 
            OR
          • Drag and drop a signed waiver into the Attachment area.
            The file upload is complete when it appears in the viewer and a Download icon appears in the top-left corner of the page. Until you submit it, the file's status is Not Submitted.
    3. Click Submit.
       A GREEN success banner confirms the upload and the file status changes to Review Pending.
    4. Repeat these steps for each sub-tier subcontractor. 

If you are ready to submit the invoice for review, you may do so now. If you want to submit the invoice at a later time, you have the option to save the invoice. Choose one (1) of these options:

• If you are NOT ready to submit the invoice, click Save. This sets the invoice's status to Draft.
  OR
• If you are ready to submit your invoice to the payor for review, click Send. This automatically sets the invoice's status to Under Review. Unless an invoice administrator changes the status to Revise & Resubmit, you will NOT be permitted to edit the invoice after you submit it. 

After your invoice is submitted and approved by the general contractor, they will create a disbursement for the invoice amount. After a disbursement is created, the following actions are automated through Procore:

Payment is made to your bank account on file. After payment is made, the signatures for the lien waivers are unlocked for the general contractor. If applicable, the fees agreed upon in the Pay Agreement are processed.