Skip to main content
Procore

Payor: Invoice Administrator Guide

  1. Last updated
  2. Save as PDF
 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.

Table of Contents

Get Started as an Invoice Administrator

role-pm.svg

This Invoice Administrator Guide provides companies that have purchased Procore Pay icon-external-link.png  with helpful information about managing Procore Pay features with the Invoice Management tools.

This guide assumes your team has completed the steps in the Payor Setup Guide. Topics include:

  • Manage Invoices. Learn how to manage subcontractor using the Invoice Management tools in Procore.
  • Manage Compliance. Learn how to manage contract documents and statuses. This guide also shows you how to manaage insurance documents and statuses, with or without the insurance features in the Directory tool. 
  • Manage Payment Holds. Learn how to create, apply, and release manual payment holds on  invoices. 
  • Manage Payment Requirements. Learn how your team configures payment requirements for your company's invoices. This guide also shows you how to view those requirements on an invoice to determine when an invoice in ready to pay. 
  • Manage Lien Waivers. Learn how to set default lien waiver template for a project and other helpful steps for collecting signed lien waivers with subcontractor invoices. 
  • Manage Sub-Tier Waivers. Learn how to provide payees with the ability to collect signed lien waivers from their sub-tier subcontractors outside of Procore. Once configured, a payee's invoice contact can add sub-tier information and upload signed sub-tier waivers in their subcontractor invoice. 

What is Pay?

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. 

how-procore-pay-builds-on-the-procore-platform.png

What is an invoice administrator?

In Procore, an Invoice Administrator is a Procore user who is granted 'Admin' level permissions on the Project level Commitments tool. This user (or group of users) can manage billing periods and configure settings for the Project level Invoicing tool. Because a subcontractor invoice originates in the Commitments tool, invoice administrators can also manage a project's commitments and subcontractor invoices. 

Common Questions

How do I add invoice Administrators to Procore?

To add an invoice administrator to the Project level Commitments tool:

  1. A company admin completes the steps in Add a User Account to the Company Directory. 
  2. A company admin or project admin completes the steps in Add an Existing User to Projects in Your Company's Procore Account.
  3. A project admin (or another invoice administrator) grants the user 'Admin' level permissions on the Project level Commitments tool.
 Note
Invoice administrator permissions are allocated on a project-by-project basis. To manage these permissions, Procore recommends following the steps in Create a Project Permissions Template.

Do invoice administrators need to be granted special access to Procore tools? 

In Procore, an invoice administrator only requires 'Admin' level permissions on the Project level Commitments tool. This allows the user to manage billing periods and configure the Invoicing Settings in the Project level Invoicing tool. Because subcontractor invoices originate in the Commitments tool, invoice administrators can also manage a project's commitments and subcontractor invoices. 

 Important
Does your invoice administrator also need to manage owner invoices? To view owner invoices in the Owner tab of the Project level Invoicing tool, Procore recommends that you also grant administrators 'Admin' level permissions on the Project level Prime Contacts tool. Adding this permission level allows a user to also manage prime contracts and owner invoices. 

Who can be an Invoice Administrator? 

An Invoice Administrator is a person or group of people responsible for collecting, reviewing, and creating invoices in Procore. An invoice administrator can be any person in your organization (for example, a project manager, an accountant, or a team of bookkeepers) who have been granted the appropriate permissions to manage invoices on your contracts and/or fundings.  

What can invoice administrators add or update in Procore? 

With 'Admin' level permissions on the Project level Commitments tool, invoice administrators can manage billing periods and configure the Invoicing Settings in the Project level Invoicing tool. Because subcontractor invoices originate in the Commitments tool, invoice administrators can also manage a project's commitments and subcontractor invoices.

Can invoice administrators designate invoice contacts? 

Yes. Invoice administrators have permission to designate invoice contacts for subcontractor invoices on a project's commitments. See How do I designate a user as an invoice contact?

Create Subcontractor Invoices

An invoice administrator has these options to create invoices: (1) Send an 'Invite to Bill' to provide invoice contacts with the ability to submit their own invoices in Procore, or (2) Gather digital or paper invoices, outside of Procore, and create them yourself in Procore. With the first option, you must provide an external collaborator with access permission to the Project level Commitments tool and add that person as invoice contact on a commitment. With the second option, no external access permissions are required.

Invite to Bill:
I want to send an 'Invite to Bill' to an invoice contact
Create a New Invoice:
I will create one on behalf of an invoice contact

Add Invoice Contacts

  1. Navigate to the project's Invoicing tool.
     Tip
    You can also open a commitment from the Commitments tool. To do this, navigate to the Project level Commitments tool. In the Contracts tab, click the Number link. 
  2. Click the Subcontractor tab.
  3. Locate the invoice to update, and click its Contract link. 
    This opens the commitment. A subcontractor invoice originates from a commitment. 
    inv-subcontractor-contract-link.png
  4. In the commitment, click Edit.
  5. Under General Information, do the following:
    inv-sc-gen-info-invoice-contacts.png
    • Contact Company. Select the company record from the drop-down list. 
    • Invoice Contacts. Select an employee of the company from the drop-down list. 
       Tips
  6. Click Save.
     Tips

Invite Beneficiaries to Pay

Invite a Beneficiary from the Payments Tool

A Payments Admin or a Payments Beneficiary Approver can invite a beneficiary company to set up Procore Pay and add beneficiary accounts from the Payments tool. 

  1. Navigate to the company's Payments tool. 
  2. On the Beneficiaries tab, click Invite Company. 
  3. In the Invite to Procore Pay prompt, take the following steps under Invite Beneficiary Company:
    • Select the payee's company record from the Company drop-down list. 
    • Select one (1) of the company's employees from the Send Invite To drop-down list. You can invite up to 20 companies.  
       Tip
      • Company already connected? If the connected-icon.png icon and gray banner appears above the Company drop-down list, the company is already connected to the system, the system preselects the company's authorized contacts for you. 
      • Can't find the company or person in the drop-down lists? If a company has already received an invite, they won't appear in this list. If you need to add a new company, see Add a Company to the Company Directory. 
      • Want to invite company contacts in bulk? If so, click the Add Another Company button and repeat the steps above for each company to add. You can invite up to ten (10) companies at a time. 
  4. Click Invite.

An email message with the subject line 'Invitation to Procore Pay' or 'Link Bank Account to Receive Payments' is sent to the invoice contact. The message sent depends on whether the 'Contract Company' on the commitment already has a free or paid Procore account (and also if the company doesn't have a Procore company account). The invoice contact can continue with the next step.

Invite a Beneficiary from the Commitments Tool

An invoice administrator can invite invoice contacts to set up Procore Pay and add beneficiary accounts. 

  1. Navigate to the project's Commitments tool. 
  2. Under the Contracts tab, locate your commitment contract. Then, click the number link to open it.  
  3. Locate the Procore Pay banner.
  4. Based on the button in the banner, take the following steps:
    • Click Set Up Procore Pay.
      1. Select the invoice contact for the 'Contract Company' on the commitment. The invite is sent to this Procore user.
      2. Click Invite.
    • Click Request Bank Account.
      1. Click Request.

An email message with the subject line 'Invitation to Procore Pay' or 'Link Bank Account to Receive Payments' is sent to the invoice contact. The message sent depends on whether the 'Contract Company' on the commitment already has a free or paid Procore account (and also if the company doesn't have a Procore company account). The invoice contact can continue with the next step.

Invite a Beneficiary from the Invoicing Tool

An invoice administrator can invite invoice contacts to set up Procore Pay and add beneficiary accounts. 

  1. Navigate to the project's Invoicing tool. 
  2. Click the Subcontractor tab.
  3. Locate the invoice for the subcontractor and click the invoice number link.  
  4. Locate the Procore Pay banner.
  5. Based on the button in the banner, take the following steps:
    • Click Set Up Procore Pay.
      1. Select a user of the company to send an invitation to.
      2. Click Invite.
    • Click Request Bank Account.
      1. Click Request.

An email message with the subject line 'Invitation to Procore Pay' or 'Link Bank Account to Receive Payments' is sent to the invoice contact. The message sent depends on whether the 'Contract Company' on the commitment already has a free or paid Procore account (and also if the company doesn't have a Procore company account). The invoice contact can continue with the next step.

Next Step

Review & Approve Invoices

  1. Navigate to the project's Invoicing tool. 
  2. Click the Subcontractor tab. 
  3. Locate the invoice to review and click its Invoice link. 
  4. Scroll to the Schedule of Values card.
  5. Click the Edit button. 
  6. In the Line Item Approval column, approve or reject each line item on the invoice as follows:
     Notes

    As you review each line item, keep in mind:

    • Invoice administrators can review line items on any invoice:
      • You are NOT limited to reviewing only the most recent invoice.
      • Rejecting line item(s) does NOT change line item amount(s). Amounts must be updated by an invoice administrator or invoice contact.
      • Downstream invoice contacts can only update invoices when granted the required user permissions to submit invoices. See Revise & Resubmit an Invoice as an Invoice Contact.
    • If you have turned the 'Show Amounts Subcontractors Claim' toggle ON in the Invoicing tool the 'Proposed Amount' column appears.
    • The 'Proposed Amount' column can reflect what an invoice contact submitted, a user with 'Admin' level permissions can adjust the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts.
    • To approve a line item, click the GREY checkmark to approve it. A GREEN checkmark indicates you have approved the line item.
       sub-invoice-sov-line-item-approval-green-checkmark.png
    • To reject a line item:
      sub-invoice-sov-line-item-reject-reason.png
      1. Click the GREY 'x' to reject it. A RED 'x' indicates you have rejected the line item. 
        This opens the Reason (Optional) box. 
      2. Enter a reason in the Reason (Optional) box.
      3. Click Add.
         Important

        Comments entered in the 'Reason (Optional)' box are NOT included in the automated email sent to the invoice contact. However, you can export a PDF that includes a 'Reasons for Difference' table that shows the comments as entered. See Export a Subcontractor Invoice.

  7. Click one (1) of the save options:
    • Save. Click this button to save the invoice and keep it in the 'Under Review' status. 
      OR
    • Save & Change Status. Click this button to open the 'Save Edits and Change Status' window. Then, select the desired status and enter any information that you want to convey to the invoice contact in the Overall Comments box. Then click Save & Change Status.
       Tips
      What status do I change the invoice to? To learn more about the available statuses, see What are the default statuses for Procore invoices? 

Manage Insurance Documents & Statuses

The steps to follow depend on the management method your team decides to use:

Manage Insurance Compliance Status with the Commitments Tool

If your company simply wants to track whether a commitment is compliant with insurance requirements or not, users with the appropriate permissions can input the commitment's status directly in the Commitments tool. 

  1. Navigate to the Project level Commitments tool. 
  2. Under the Contracts tab, locate the commitment to work with.
  3. Click the Number link to open it. 
  4. Click the Compliance tab. 
  5. In the Insurance card, click the Edit button. 
     Note

    When managing insurance compliance status with the Commitments tool, you do not use the Add Insurance button. The add button is only used when managing insurance documents and compliance status with the Directory tool. See Manage Insurance Documents and Compliance Status with the Directory Tool.

    insurance-card-edit.png
  6. In the Compliance Status drop-down list, select one of the following statuses:
    • Compliant. If the commitment contract is in compliance with its insurance requirements, select this option. 
    • Not Compliant. If the commitment contract is NOT in compliance with its insurance requirements, select this option. 
    • Not Required. If tracking compliance status is not required for this commitment, select this option. Selecting this option has no effect on the commitment's overall insurance compliance status. 
  7. Enter any information about the insurance compliance status in the Description field. 

    manually-input-compliance-status.png
     
  8. Click Save. 
    This saves the insurance compliance status and logs your entry in the commitment's Change History tab. You can change the status or description at any time using the Edit button. 
     Tip
    Want to switch from managing insurance compliance with the Commitments tool to managing insurance documents and compliance status with the Directory tools? If you initially manage insurance compliance status with the Commitments tool and later decide to manage insurance documents and compliance statuses with the Directory tools, any previous compliance status changes are saved in the commitment's Change History tab. See View the Change History of a Commitment. After you switch, insurance changes are logged in the Company or Project level Directory tool's Change History tab. 

Manage Insurance Documents and Compliance Statuses with the Directory Tools

If your company adds insurance documents for your contractors, subcontractors, and vendors in the Company and/or Project Directory tools, Procore automatically manages the insurance compliance status of each document for you.

  1. Navigate to the Project level Commitments tool. 
  2. Under the Contracts tab, locate the commitment to work with.
  3. Click the Number link to open it.
  4.  In the commitment, click the Compliance tab.
  5. Scroll to the Insurance card. 
  6. Choose from these options:
     Note
    When managing insurance information with the Directory tools, actions are always logged in the Change History tab of the corresponding Directory tool instead of the commitment's Change History tab. 

Add Insurance

To add new insurance information, choose the appropriate option:

 Note
The Add Insurance and Edit menu buttons are only visible and available to an invoice administrator who is also a designated Insurance Manager (see Designate an Insurance Manager for Your Procore Company) or who has 'Admin' level permissions on the Company level Directory tool. 
When adding the first insurance document... For subsequent insurance documents...
insurance-card-add-insurance.png edit-insurance-button-label.png

After you choose a menu option, Procore launches the Company or Project level Directory tool and opens the company profile of the 'Contract Company' to the Insurance tab. You can then follow the steps in:

View Insurance

If the 'Contract Company' on the commitment has any existing insurance information stored in the company profile of the Directory tools, that insurance information appears as rows in the table in the commitment's Insurance card.  

insurance-card-with-edit-button.png

Insurance Card

This table details the elements of the Insurance card in a commitment.

Element Type Description
Add Insurance or Edit Menu Buttons Users with the appropriate permissions can either click the Add Insurance button (if this is the first insurance entry) or the Edit button (if this is a subsequent insurance entry) and choose one (1) menu option:
 Note
The Add Insurance and Edit menu buttons are only visible and available to an invoice administrator who is also a designated Insurance Manager (see Designate an Insurance Manager for Your Procore Company) or granted 'Admin' level permissions on the Company level Directory tool. 
Compliance Status Status  Procore looks at the insurance information stored in the Directory tools to determine the commitment's status:
  • Compliant. Indicates all insurance information is in the 'Compliant' status. 
  • Not Compliant. Indicates that at least one (1) insurance entry is set to a status other than 'Compliant' in the Directory tools.
     Important
    • For this status to read 'Compliant', all listed insurance entries from the Directory tool(s) must also be in the 'Compliant' status. 
    • If the insurance information from the Directory tools is set to any other available status (including the 'Compliant - In Progress' status), the status in the Commitments tool shows 'Not Compliant' to ensure that all insurance information is fully compliant before your team releases an invoice payment. 
Name Field Shows the name from the Company or Project Directory. Typically, users enter the name of the insurance certificate, policy, or document in this field. 
Level Field Shows whether the insurance information was added to the Company or Project Directory. 
Effective Date Field Shows the effective date for the insurance information in the Company or Project Directory. 
Expiration Date Field Shows the expiration date from the Company or Project Directory. These icons also alert users when the insurance is nearing or past the expiration date:

expiring-soon.png Expiring Soon. Starts showing 14 days before the expiration date set for the insurance.

expired.png Expired. Starts showing one (1) day after the expiration date set for the insurance.

Note: Expiration notifications are managed in the Procore web application's Directory tool. To learn how to configure notifications, see Add Project Insurance to a Company Record in the Project Directory and Add Insurance to a Company Record in the Company Directory. 
Notes Menu Shows any notes for the insurance information in the Company or Project Directory. 
paperclip.png Attachment

Coming Soon  Click this link to open a copy of the insurance information's file attachment. 

Edit Insurance

To edit existing insurance documents, click the Edit button and choose the Company Insurance or Project Insurance menu option. This launches the corresponding Directory tool and opens the company profile to the Insurance tab. 

edit-insurance-button-label.png

Next, click the Edit button in the Insurance tab of the company profile in the corresponding Directory tool. To learn about your editing options, see:

 Note
When managing insurance with the Directory tools, changes to the insurance insurance are logged in the Change History tab of the corresponding Directory tool. Changes are not logged in the commitment's Change History tab. 

Remove Insurance

Insurance documents must be removed from the Directory tools. To remove insurance, click the Edit button and choose the Company Insurance or Project Insurance menu option. This launches the corresponding Directory tool and opens the company profile to the Insurance tab. 

edit-insurance-button-label.png

You can then follow the steps in:

Create Contract Documents & Statuses

  1. Navigate to the project's Commitments tool. 
  2. In the Contracts tab, locate the commitment to work with.
  3. Click the Number link to open it. 
  4. In the commitment, click the Compliance tab. 
  5. Scroll to the Contract Compliance Documents card.
  6. Click Create New. 
     Note
    The Create New button is only visible and available to users granted invoice administrator permissions on the project's Commitments tool. 
  7. In the Details pane, enter:
    • Name. Type the name of the compliance requirement. For example, type: Surety Bond
    • Type. Select a requirement type from the drop-down list. The choices are Bond, License, Master Agreement, Permit, Safety, W-9, or Other.
    • Status. Choose a status for the requirement: Compliant or Not Compliant.
    • Effective Date. Select an effective date for the compliance requirement. 
    • Expiration Date. Select an expiration date for the compliance requirement.
    • Send Expiration Notification. Mark this checkbox to send a daily email notification to the commitment's invoice contacts when the compliance requirement is within fourteen (14) days of the set 'Expiration Date'. 
       Note
      To stop the email notification, change or remove the expiration date. Procore stops sending notifications sixty (60) days after the Expiration Date passes. 
    • Notes. Enter any relevant comments about the compliance requirement. 
    • Attachment. Click the Attach Files button or use a drag-and-drop operation to add one (1) file.
       Tips
      • To cancel your new entry, click the Cancel link or Close button. A 'Discard Unsaved Changes' message appears.
      • To remove all data and information from Procore, click Discard. This action cannot be undone and data cannot be recovered. 
  8. Click Save.
     Note
    If your web browser supports viewing the file type in Procore, a preview appears after you click Save to complete the upload.
    create-contract-compliance-details-pane.png

    A GREEN success banner confirms that the contract compliance document has been added to the table. The add action is also noted in the Change History tab of the commitment. 
    Example

    If your web browser supports viewing a file type in Procore, the file appears in the preview window next to the Details pane when you re-open the entry. 

    contract-compliance-document-preview.png

    If your web browser doesn't support viewing a file type in Procore, a Download button appears in the preview window next to the Details pane so you can view it on your computer. 

    download-file.png

Create Holds

What tool are you using?

Depending on your role and permissions settings, you can navigate to a subcontractor invoice from one of these tools:

I am using the Payments tool.  

Payment Admins and Payment Disbursers can create, edit, view, and release Invoice or Vendor holds on subcontractor invoices from the Payments tool. They can also manage both types of holds on subcontractor invoices from the Payments tool.

 Note
Users 'Admin' level permissions on the Payments tool are limited to creating Invoice holds. For more information, see What roles and permissions are required to manage invoice and vendor holds on subcontractor invoices?
  1. Navigate to the Company level Payments tool. 
  2. Click the Subcontractor Invoices tab. This tab is active by default. 
  3. Locate the invoice for the hold.
  4. Choose one of these options:
    • Click the information icon to open the Payment Requirements panel. 
      OR
    • Click the Invoice # link to open the invoice in the Project level Commitments tool. Then click the Payment Requirements tab. 
  5. Under Payment Requirements, click the Holds tab. 

I am using the Commitments tool.  

Payment Admins and Payment Disbursers who have been granted invoice administrator permissions can create, edit, view, and release Invoice or Vendor holds on subcontractor invoices from the Commitments tool. 

 Note
Users granted only Invoice administrator permissions are limited to creating, editing, and releasing Invoice Holds. For more information, see What roles and permissions are required to manage invoice and vendor holds on subcontractor invoices?
  1. Navigate to the Project level Commitments tool. 
  2. Under the Contracts tab, locate the contract in the table. Then, click the Number link to open it.  
  3. In the contract, click the Invoices tab. 
  4. Locate the invoice in the Invoices (Requisitions) table. Then, click the Invoice # link to open it. 
  5. In the invoice, click the Holds tab. 

I am using the Invoicing tool.  

Payment Admins and Payment Disbursers can create, edit, view, and release Invoice or Vendor holds on subcontractor invoices from the Invoicing tool. 

 Note
Users granted only Invoice administrator permissions are limited to creating, editing, and releasing Invoice Holds. For more information, see What roles and permissions are required to manage invoice and vendor holds on subcontractor invoices?
  1. Navigate to the Project level Invoicing tool. 
  2. Click the Subcontractor tab, locate the invoice in the table. 
  3. Click the Invoice # link to open it. 
  4. Under Payment Requirements, click the Holds tab. 

When you see the Holds tab on the subcontractor invoice, continue with the steps in Create and Apply Holds.  

Create and Apply Holds

After navigating to the Holds tab on the subcontractor invoice, continue with these steps:

  1. Click Create Hold. 
  2. In the Holds card, enter the following information:
    • Hold Type. Select a hold from the drop-down list.
       Important
      The type of hold you can create depends on your role and permissions. To learn more, see Permissions.
      • Invoice. Apply an Invoice hold to notify users to pause payments for a specific subcontractor invoice.
      • Vendor Hold. Only Payment Admins and Payment Disbursers can apply a vendor hold to an invoice. This alerts users to pause payments on all of the vendor's invoices. 
    • Description. Enter a description for the payment hold. This is a free-form text entry field. 
    • Attachments. Choose from these options:
      • Click the Attach Files button to open the Attach Files window. Then upload the file(s) and click Attach. 
        OR
      • Use a drag-and-drop operation to add one or more file attachments to the manual hold. 
  3. To make the hold information visible to the invoice contact, mark the Make Visible to Subcontractor? check box. 
     Note
    By default, manual holds are not visible to payees. To make them visible, you must mark the 'Make Visible to Subcontractor?' check box. This also means you must grant 'Read Only' or 'Standard' level permissions to your payees on the project's Commitments tool. 
  4. Click Create & Apply. 
    Procore creates the hold and applies it to the selected invoice. This action is logged in the invoice's Change History tab. 

Edit Holds

What tool are you using?

Depending on your role and permissions settings, you can navigate to a subcontractor invoice from one of these tools:

I am using the Payments tool.  

Payment Admins and Payment Disbursers can create, edit, view, and release Invoice or Vendor holds on subcontractor invoices from the Payments tool. They can also manage both types of holds on subcontractor invoices from the Payments tool.

 Note
Users 'Admin' level permissions on the Payments tool are limited to creating Invoice holds. For more information, see What roles and permissions are required to manage invoice and vendor holds on subcontractor invoices?
  1. Navigate to the Company level Payments tool. 
  2. Click the Subcontractor Invoices tab. This tab is active by default. 
  3. Locate the invoice for the hold.
  4. Choose one of these options:
    • Click the information icon to open the Payment Requirements panel. 
      OR
    • Click the Invoice # link to open the invoice in the Project level Commitments tool. Then click the Payment Requirements tab. 
  5. Under Payment Requirements, click the Holds tab. 

I am using the Commitments tool.  

Payment Admins and Payment Disbursers who have been granted invoice administrator permissions can create, edit, view, and release Invoice or Vendor holds on subcontractor invoices from the Commitments tool. 

 Note
Users granted only Invoice administrator permissions are limited to creating, editing, and releasing Invoice Holds. For more information, see What roles and permissions are required to manage invoice and vendor holds on subcontractor invoices?
  1. Navigate to the Project level Commitments tool. 
  2. Under the Contracts tab, locate the contract in the table. Then, click the Number link to open it.  
  3. In the contract, click the Invoices tab. 
  4. Locate the invoice in the Invoices (Requisitions) table. Then, click the Invoice # link to open it. 
  5. In the invoice, click the Holds tab. 

I am using the Invoicing tool.  

Payment Admins and Payment Disbursers can create, edit, view, and release Invoice or Vendor holds on subcontractor invoices from the Invoicing tool. 

 Note
Users granted only Invoice administrator permissions are limited to creating, editing, and releasing Invoice Holds. For more information, see What roles and permissions are required to manage invoice and vendor holds on subcontractor invoices?
  1. Navigate to the Project level Invoicing tool. 
  2. Click the Subcontractor tab, locate the invoice in the table. 
  3. Click the Invoice # link to open it. 
  4. Under Payment Requirements, click the Holds tab. 

When you see the Holds tab on the subcontractor invoice, continue with the steps in Edit Holds. 

Edit Holds

  1. In the Holds tab on the subcontractor invoice's Payment Requirements, locate the hold to modify and click Edit. 
  2. In the Holds card, update the following information:
    • Hold Type. If you have the appropriate permissions, you can change the hold type from the drop-down list. See What permissions do I need to manage holds on a subcontractor invoice?
    • Description. Enter a description for the payment hold. This is a free-form text entry field. 
    • Attachments. Choose from these options:
      • Click the Attach Files button to open the Attach Files window. Then upload the file(s) and click Attach. 
        OR
      • Use a drag-and-drop operation to add one or more file attachments to the manual hold. 
  3. Choose one (1) of these options:
    • Save. Click this button to save the changes. This keeps the hold in its current Applied or Released state. 
    • Save and Apply. If the hold is in the Released state, click this button to save the changes and apply the hold to the invoice. 
    • Save and Release. If the hold is in the Applied state, click this button to save the changes and release the hold from the invoice. 
      Procore creates the hold and applies it to the selected invoice. This action is logged in the invoice's Change History tab. 

Release Holds

What tool are you using?

Depending on your role and permissions settings, you can navigate to a subcontractor invoice from one of these tools:

I am using the Payments tool.  

Payment Admins, Payment Disbursers, and users with 'Admin' level permissions on the Payments tool can use these steps to create, edit, view, and release Invoice or Vendor holds on subcontractor invoices. To learn more, see What permissions do you need to manage holds on subcontractor invoices?

  1. Navigate to the Company level Payments tool. 
  2. Click the Subcontractor Invoices tab. This tab is active by default. 
  3. Locate the invoice for the hold.
  4. Choose one of these options:
    • Click the information icon to open the Payment Requirements panel. 
      OR
    • Click the Invoice # link to open the invoice in the Project level Commitments tool. Then click the Payment Requirements tab. 
  5. Under Payment Requirements, click the Holds tab. 

I am using the Commitments tool.  

Payment Admins and Payment Disbursers can create, edit, view, and release Invoice or Vendor holds on subcontractor invoices from the Commitments tool. To learn more, see What permissions do you need to manage holds on subcontractor invoices?

 Note
Users granted only Invoice administrator permissions are limited to creating, editing, and releasing Invoice Holds. They are limited to only viewing Vendor Holds on subcontractor invoices using a project's Commitments or Invoicing tool. 
  1. Navigate to the Project level Commitments tool. 
  2. Under the Contracts tab, locate the contract in the table. Then, click the Number link to open it.  
  3. In the contract, click the Invoices tab. 
  4. Locate the invoice in the Invoices (Requisitions) table. Then, click the Invoice # link to open it. 
  5. In the invoice, click the Holds tab. 

I am using the Invoicing tool.  

Payment Admins and Payment Disbursers can create, edit, view, and release Invoice or Vendor holds on subcontractor invoices from the Invoicing tool. To learn more, see What permissions do you need to manage holds on subcontractor invoices?

 Note
Users granted only Invoice administrator permissions are limited to creating, editing, and releasing Invoice Holds. They are limited to only viewing Vendor Holds on subcontractor invoices using a project's Commitments or Invoicing tool. 
  1. Navigate to the Project level Invoicing tool. 
  2. Click the Subcontractor tab, locate the invoice in the table. 
  3. Click the Invoice # link to open it. 
  4. Under Payment Requirements, click the Holds tab. 

When you see the Holds tab on the subcontractor invoice, continue with the steps in Release Holds.

Release Holds

  1. In the Holds tab, Locate the hold to release. 
     Tips
    • Not sure which hold to release? To view details about each manual hold, click the BLUE arrow to expand the hold details and view any attachments. You can alternatively click the Edit button. To learn more, see Edit a Manual Hold on an Invoice. 
    • Can't release a vendor hold?  You must be a Payments Admin or Payments Disburser to release a vendor hold.  
  2. Click the Release button. 
    release-manual-hold.png
    Procore releases the hold from the selected invoice. This action is logged in the invoice's Change History tab.

Configure Requirements

In the Company level Payments tool, only Payments Admin or Company Admin for a payor can configure the payment requirements to apply to your company's invoices. When enabled, a payment requirement is applied to your company's project invoices to allow your end users to track when invoices are ready to pay. 

When using Procore Pay, these users can view payment requirements on subcontractor invoices using the Invoice Management tools:

Environment Required User Permission... Allows the user to...
Payor 'Admin' level permissions on the Commitments tool. In Procore, users with this level of permissions are called invoice administrators.  Track completed requirements on invoices in a project's Commitments and Invoicing tools.
Payee 'Read Only' level permissions on the Commitments tool and the user must be the designated invoice contact on the commitment.  Track completed requirements on any project invoices submitted by the invoice contact. 

View Requirements

  1. Navigate to the Project level Invoicing tool. 
  2. Click the Subcontractor tab
  3. Locate the invoice and click the Invoice # link to open it. 
     Tip
    Did you know you can also open invoices from the Commitments tool?  Navigate to the Commitments tool, click the commitment to open, and then click the Invoices tab. Click the Invoice # link and then follow the steps below.
  4. In the invoice, click the Payment Requirements tab.

Available Payment Requirements

The Payment Requirements tab shows the following information:

payment-requirements-invoice-administrator.png

Payment Requirements

This table details the payment requirements. 

 Note

If you are an invoice administrator, these buttons are visible in this tab:

  • View. Opens the subcontractor invoice so you can view or edit the corresponding item. 
  • Request. Lets you send an email request to an invoice contact to request that they unlock a signed unconditional lien waiver. 
  • Manage. Opens the Lien Rights tab of the subcontractor invoice. 
Category Requirement When the requirement is ON... When the requirement is OFF... Learn More
Commitment Commitment Executed Tracks the commitment associated with the invoice to ensure a check mark appears in the 'Executed' box. Doesn't track the 'Executed' state on the commitment. Create a Commitment

Edit a Commitment
 

Contract Compliant

 Tracks the status of the contract compliance documents for the commitment.  Doesn't track the compliance status of the insurance certificates Manage Contract Compliance Documents & Statuses for a Commitment
 

 Insurance Compliant

 Tracks the status of the insurance certifications for the commitment.  Doesn't track the compliance status of the insurance certificates.  Manage Insurance & Compliance Statuses for a Commitment
  Holds Released Tracks the status of any payment holds applied to invoices. Holds must be released before payment.  Doesn't track invoices for payment holds.  Manage Payment Holds as a Payor
Invoice Change Orders Executed Tracks change orders that impact the contract associated with the invoice and require them to be in the 'Executed' state.  Doesn't track change orders.  Create a Change Order
  Invoice Approved Tracks invoices to ensure they are in one of these statuses: Approved, Approved as Noted, and Pending Owner Approval. See What are the default statuses for Procore invoices?  Doesn't track invoice status.  Bulk Edit the Status of Subcontractor Invoices with the Invoicing Tool
  Owner Funding Received Ensures the owner invoice is shown as fully paid on the 'Payment Received' tab.  Doesn't track 'Payment Received' entries on owner invoices or compare values on the subcontractor invoice. Create a Record for a Payment Received
  Sync to ERP Tracks the invoice to ensure it is synced with an integrated ERP system.  Doesn't track invoice syncing with ERP ERP Integrations
Lien Waiver First-Tier Conditional Lien Waiver Signed Tracks first-tier signatures on conditional lien waivers on your invoices.

Note: Only appears on an invoice when the requirement is enabled on its project. See Enable Lien Waiver Templates on a Project.		 Doesn't track signatures Create Lien Waiver Templates
  First-Tier Unconditional Lien Waiver Signed Tracks first-tier signatures on unconditional lien waivers for your invoices. 

Note: Only appears on an invoice when the requirement is enabled on its project. See Enable Lien Waiver Templates on a Project.		 Doesn't track signatures Create Lien Waiver Templates
 

Coming Soon  First-Tier Unconditional Unlocked for the Previous Invoice

 Tracks first-tier signatures on unlocked unconditional lien waivers for the commitment's previous invoices.

Notes: Only appears on an invoice when the requirement is enabled on its project. See Enable Lien Waiver Templates on a Project.		 Doesn't track signatures An invoice administrator can Send a Request to Unlock a Signed Unconditional Lien Waiver.

An unconditional lien waiver can only be unlocked by an invoice contact. See Unlock a Signed Unconditional Lien Waiver as an Invoice Contact.
  Conditional Sub-Tier Waivers Uploaded and Approved for this Invoice  Tracks when sub-tier waivers are in the 'Approved' status. This requirement will not exist on projects that has disabled sub-tier waivers.

Note: If sub-tier waivers are disabled on a project, this requirement won't appear. See Enable the Sub-Tiers Card & Add Instructions on Project Invoices.		 Doesn't track signatures  Manage Sub-Tier Waivers
  Unconditional Sub-Tier Waivers Uploaded and Approved for this Invoice  Tracks when sub-tier waivers are in the 'Approved' status. This requirement will not exist on projects that has disabled sub-tier waivers.

Note: If sub-tier waivers are disabled on a project, this requirement won't appear. See Enable the Sub-Tiers Card & Add Instructions on Project Invoices.		 Doesn't track signatures  Manage Sub-Tier Waivers

About Lien Waivers

A lien waiver is a legal document signed in exchange for payment that waives the signer's right to file a lien for the amount specified in the waiver. A lien is a legal claim filed by a contractor or supplier against the property. The property is used as collateral to satisfy the debt(s) to the downstream collaborator(s). See What is a downstream collaborator?

In the simplest terms:

  • A lien protects a contractor or supplier from not getting paid. 
  • A lien waiver protects the property owner from a lien.  
Example

An Owner-Builder acting as their own General Contractor on a job or a General Contractor hires you, the specialty contractor, to perform work on a construction project. As the specialty contractor, you possess the right to file a lien against the owner's property until the Owner-Builder or General Contractor pays you for your work. Any subcontractors or suppliers that you hire to perform work or deliver materials on the job site also have the right to file a lien against the property, which serves as collateral for the work and/or materials they provide. A lien waiver signifies that a contractor (a general contractor, a specialty contractor, a subcontractor, and/or a supplier) has released their right to file a lien against the property.

Lien Waiver Types

With Procore Pay, payors can create four (4) different types of lien waiver templates to use on their construction projects: Progress Conditional, Progress Unconditional, Final Conditional, and Final Unconditional.

 Tip
How do you create a lien waiver template? See Create Lien Waiver Templates.

Enable Waivers & Set Default Templates

  1. Navigate to the Project level Invoicing tool.
  2. Click the Settings icons-settings-gear.png icon.
    This opens the Invoicing tool's Settings page. 
  3. Scroll to the Lien Waivers section. Then choose from these options:
     Tips
    • Don't see any options? The lien waiver settings must be enabled for Procore Pay. See Enable Lien Waivers in the Company Payments Tool. See The project must have a 'State' selected in the Project level Admin tool on the General tab in the Project Location section.
    • What do the different lien waiver types mean? To learn about the types, see What types of lien waiver templates can you create?
    • Enable Conditional Lien Waivers
      Mark this checkbox to enable the use of any conditional lien waiver templates created for use by your company. Clear the checkbox to disable the use of those templates. When you mark the checkbox, you also have the option to set the default template for the project:
      enable-conditional-lien-waivers.png
       Tips
      • Where do the templates in the drop-down list come from? A Payments Admin creates custom templates in the Company level Payments tool. See Create Lien Waiver Templates. For a custom template to appear in this list, the 'State' defined for the template must match the Procore project's Project Location information.
      • How do I know if a lien waiver is compliant with State requirements? For states that mandate the use of a specific lien waiver form, Procore Pay's Levelset integration provides lien waiver templates that comply with state requirements. For states that don't have specific mandates, best practice templates are also available. To help you achieve compliance, see Lien Waiver Release Forms - State by State icon-external-link.png on the Levelset website. Note: You are responsible for ensuring that lien waiver templates are compliant with all applicable laws and regulations. For questions regarding compliance, always consult a legal advisor. 
      • Why can't I select a template from the drop-down list? If the drop-down list is grayed out and unavailable, that particular type of lien waiver is not available in the state associated with the project, according to Levelset's line waiver database. 
      • What do the different lien waiver types mean? To learn about the types, see What types of lien waiver templates can you create? 
      • Progress Conditional
        Select the template to use as your project's default lien waiver template. Click Preview to download a PDF version of the template.
      • Final Conditional
        Select the template to use as your project's default lien waiver template. Click Preview to download a PDF version of the template.
         Tip
        Why did the template open in a browser or third-party application? Your computer or browser settings are most likely configured to open PDF files automatically. To change your system's settings, search for instructions online or contact your company's IT department for assistance. 
    • Enable Unconditional Lien Waivers
      Mark this checkbox to enable the use of any conditional lien waiver templates created for use by your company. Clear the checkbox to disable the use of those templates. When you mark the checkbox, you also have the option to set the default template for the project:

      enable-unconditional-lien-waivers.png
       
      • Progress Unconditional
        Select the template to use as your project's default lien waiver template. Click Preview to download a PDF version of the template.
      • Final Unconditional
        Select the template to use as your project's default lien waiver template. Click Preview to download a PDF version of the template.
  4. Enter the name of the project's owner in the Property Owner field. This is a required field that becomes active when you enable the Conditional and/or Unconditional Lien Waivers options on the project's Invoicing tool. 

    invoicing-settings-add-property-owner.png
     Note
    The 'Property Owner' name can be added as a placeholder in a lien waiver template. See What variables can we include as placeholders in a lien waiver template?
  5. Click Save.
 Tip
Want to collect sub-tier lien waivers from the sub-tier contractors who perform work for your first-tier subcontractor? To learn how to enable sub-tier lien waiver collection, see Enable Sub-Tier Waivers on Subcontractor Invoices as an Invoice Administrator.

Generate Lien Waivers

  1. Create a new invoice or open an existing invoice on a Procore project. 
     Tip
    How do you create an invoice? An invoice administrator can create an invoice and enter the data on behalf of the invoice contact. Alternatively, the administrator can invite the downstream collaborator's invoice contact to enter and submit their invoice. See Create a Subcontractor Invoice. 
  2. In the invoice, scroll down to the Lien Waivers card.
    Procore Pay automatically generates the appropriate lien waiver(s) and shows the date on the Lien Waivers card. New lien waivers are automatically placed in the Pending Signature status.

    lien-waivers-pending-signature.png
     Tips

    generate-lien-waivers-empty-state.png

Preview Lien Waivers

  1. Create a new invoice or open an existing one.
     Tips

    How do you create a new invoice? The steps you follow in your environment depend on your role and the permissions you've been granted to the Invoice Management tools in the payor's Procore project. See Create a Subcontractor Invoice. 

  2. In the invoice, scroll to the Lien Waivers card. 
  3. Locate the lien waiver to preview in the table. The table lists lien waivers in the 'Pending Signature' and/or 'Signed' state.  
     Tip
    How does Procore populate the lien waivers list? 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 template(s) that populate the list in the Lien Waivers card are based on the 'Billing Type' option set on the invoice and the default template.  
    lien-waivers-card-pending-signature.png
  4. Optional. Click the Preview button.  
    This downloads a PDF copy of the lien waiver to your computer.
     Tips
    • Where is the downloaded file? Most web browsers save files to a Downloads folder on your computer. To find this location, Procore recommends checking your web browser's settings. You can also search for instructions online or contact your IT department for assistance. 
    • Why is the downloaded file opening automatically? Your computer's operating system or web browser is most likely configured to open PDF files in a specific software program. To change this setting, search for instructions online or contact your IT department for assistance. 
    • Why does my button label say View? After an invoice contact signs a lien waiver, the status of the lien waiver changes to 'Signed', and the Preview button's label changes to View. 

Request to Unlock Signed Unconditional Waivers

  1. Navigate to the Project level Commitments tool. 
  2. Locate the contract for the invoice with the signed unconditional lien waiver. Then click its Number link to open it. 
  3. In the commitment, click the Invoices tab. 
  4. Locate the invoice with the signed unconditional lien waiver. Then click the Invoice # link to open it. 
  5. In the invoice's General tab, scroll down to the Lien Waivers card. 
  6. Optional. To send an email request to unlock the unconditional lien waiver to the invoice contact on the commitment, click Request. 

    request-to-unlock-unconditional-lien-waiver.png
     
  7. At the Send Request to Unlock Lien Waiver? prompt, click Send Request. 

    send-request-to-unlock-lien-waiver.png

    A GREEN banner appears to confirm that the system sent a request to unlock the lien waiver to all invoice contacts designated on the commitment. As shown below, the GRAY banner corresponding to the lien waiver shows the last requested date and time. 

    request-again-button-unconditional.png
     Tip
    Need to send another request at a later time? You can send another request at a later time by clicking the Request Again button. 

What is a sub-tier subcontractor?

A sub-tier is any subcontractor (for example, a subcontractor, supplier, or vendor) who furnishes materials, supplies, or services connected to the first-tier subcontractor's obligations on a commitment. In Procore Pay, a first-tier subcontractor is the 'Contract Company' who enters into a commitment contract with a General Contractor. Both first-tier and sub-tier contractors might hire additional sub-tiers (for example, third-tier, fourth-tier, and so on). 

Enable Sub-Tier Waivers on a Subcontractor Invoice

  1. Navigate to the Project level Invoicing tool.
  2. Click the Settings icons-settings-gear.png icon.
  3. Scroll to the Lien Waivers section.
     Tips
  4. Mark the Enable Sub-Tier Waivers check box to show the 'Sub-Tiers' card on the 'Lien Rights' tab of the project's subcontractor invoices. Clear the checkbox to hide the sub-tier card. 
  5. Under the How should sub-tier waivers be collected on this project? section, you have these options to collect signed waivers from sub-tier contractors:
     Note
    Invoice contacts must collect signatures from their sub-tier contractors outside of Procore. Next, they upload and submit the signed waivers with their subcontractor invoice for the Open billing period. See Upload Sub-Tier Waivers to a Subcontractor Invoice as an Invoice Contact. 
    • Require unconditional waivers for the previous invoice prior to payment
      Most payors collect unconditional waivers for the previous invoice's billing period. This is the most frequently implemented setting. 
    • Require conditional waivers for the current invoice and unconditional waivers for the previous invoice
      Some payors collect conditional waivers for the current invoice's Open billing period and unconditional waivers for the previous invoice's billing period. 
    • Require unconditional waivers for the current invoice
      Some payors collect only unconditional sub-tier waivers for the current Open billing period. 
  6. Mark the Display Custom Instructions About Sub-Tier Waiver Submission checkbox to type a custom instruction message about sub-tier waiver submissions in the Enter Custom Instructions box. 
    Example

    If you only want to collect sub-tier waiver signatures from sub-tier subcontractors who invoiced over a certain amount (for example,$10,000.00), type the instructions and the amount in the text box. If you require notarized signatures on sub-tier waivers, include that in the instructions.

    enable-sub-tier-waivers.png

    The 'Instructions from [General Contractor Name]' area on the sub-tiers card. If you are NOT required to collect waiver information on an invoice, the 'Sub-Tier Information for This Invoice' card appears on the invoice. If you are required to collect waivers for the current invoice or a previous invoice, the card name(s) match the project's waiver collection requirements set on the Invoicing tool by an invoice administrator. See Enable Sub-Tier Waivers on Subcontractor Invoices as an Invoice Administrator. 

    instructions-from-general-contractor-name.png

  7. Click Save.

Add Sub-Tier Information for a Subcontractor Invoice

  1. Navigate to the Project level Invoicing tool. 
  2. Click the Subcontractor tab.  
  3. Click the Invoice # link in the table to open it. 
  4. Click the Lien Rights tab in the subcontractor invoice. 
  5. Scroll to the Sub-Tier Information for This Invoice card.
     Note
    The invoice may include one or more sub-tier waiver cards based on the waiver collection requirements. 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. In a sub-tiers card, click Edit.
    This places the card into editing mode.
  2. Click Add Sub-Tier. 
    A new line item appears in the table for data entry. 
     Important
    Do you need to add any sub-tier information to this invoice? If the answer is no, see Certify No Sub-Tiers.
  3. Enter the following information in the line item:
    Example

    If you are NOT required to collect waivers on an invoice, the 'Sub-Tier Information for This Invoice' card appears. If you need to collect waivers, one or more cards appear. The title of each card matches the project's waiver collection requirements set on the Invoicing tool. See Enable Sub-Tier Waivers on Subcontractor Invoices as an Invoice Administrator. To upload waivers for a sub-tier, see Upload Sub-Tier Waivers to a Subcontractor Invoice as an Invoice Contact.

    add-sub-tier-information-for-this-invoice.png

    • Sub-Tier Name. Type a name for the sub-tier subcontractor. 
    • Billing Type. Choose from these options:
      • Progress. Select this option if this is a progress billing.
        OR
      • Final. Select this option if this is the final billing. 
    • Amount Billed This Invoice. Enter the amount the sub-tier billed you for this invoice. This is a required field.
       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. 
    • Amount Billed to Date. If this is a progress billing, Procore adds the current 'Amount Billed This Invoice' entry to any amounts entered for this sub-tier from any previous subcontractor invoices for the commitment. 
    • Est. Contract Amount. Enter the estimated contract amount for the 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

Remove Sub-Tiers

To remove a new sub-tier, click the Remove icon-delete-trash6.png icon before clicking Save. 

Example

If you are NOT required to collect waivers on an invoice, the 'Sub-Tier Information for This Invoice' card appears. If you are required to collect waivers for the current invoice or a previous invoice, one or more card(s) appear. The title of each card matches the project's waiver collection requirements, which are set on the Invoicing tool by an invoice administrator. See Enable Sub-Tier Waivers on Subcontractor Invoices as an Invoice Administrator. To upload waivers for a sub-tier, see Upload Sub-Tier Waivers to a Subcontractor Invoice as an Invoice Contact.

remove-icon.png

View Sub-Tier Information on a Subcontractor Invoice

  1. Navigate to the Project level Invoicing tool.
  2. Click the Subcontractor tab. 
  3. Locate the invoice to open in the table. 
  4. Click the Invoice # link to open it. 
  5. Click the Lien Rights tab. 
     Tip
    Don't see the 'Lien RIghts' tab? A user with the appropriate permissions must complete the steps in Enable Lien Waivers in the Company Payments Tool.
  6. Scroll to the Sub-Tiers card. 
     Tips
  7. View the information added to the Sub-Tiers card.
     Tips
    • Can I view details about a specific sub-tier waiver? Yes. After a waiver is uploaded to Procore, you can click the View or Review button. The cards and button labels you see depend on the waivers being collected, your role, and the status of a waiver. See What are the default statuses for sub-tier lien waivers in Procore Pay?
    • Can I download a sub-tier waiver? Yes. Click the Download icon-download-cloud.png icon in the Waivers column.

Sub Tiers Card

The Sub-Tiers card shows information about sub-tier subcontractors on the project invoice. This table details the columns in all sub-tier cards. To learn about the different cards, see Upload Sub-Tier Waivers to a Subcontractor Invoice as an Invoice Contact. To learn how to add information to a card, see Add Sub-Tiers to a Project Invoice. 

Column Name Description
Sub-Tier Name Shows the name of the sub-tier subcontractor. 
Billing Type Shows the invoice's billing type: Progress or Conditional.
Amount Billed on this Invoice Shows the amount you were billed by the sub-tier subcontractor for this invoice. If a sub-tier subcontractor didn't bill on this invoice, $0.00 shows in this box. 
Amount Billed to Date On a Progress invoice, shows the total amount billed by the sub-tier from any previous invoices. This total includes the amount in the 'Amount Billed on this Invoice' box. 

On a Final invoice, shows the total amount billed for all invoices. This includes the amount on this invoice in the 'Amount Billed on this Invoice' box. 
Est. Contract Amount Shows the estimated contract amount for the sub-tier. 

Review Sub-Tier Lien Waviers as an Invoice Administrator

  1. Navigate to the project's Invoicing tool. 
  2. Click the Subcontractor tab. 
  3. Locate the invoice to open in the table. 
  4. Click the Lien Rights tab. 
  5. Depending on the lien waivers that your team collects, you will see one or more of the following cards on the invoice:
     Tip
    How do we decide what type of lien waivers to collect? Your project team makes that decision. Your team can choose to show or hide these cards on the project's invoices on the Invoicing Settings page. To learn more, see Configure Settings: Invoicing.
    • Unconditional Sub-Tier Waivers for the Previous Invoice. When you see this card, your team is collecting signed unconditional sub-tier waivers for the previous billing period. An invoice contact must first upload the signed sub-tier waivers with their subcontractor invoice for the current Open billing period. See Upload Sub-Tier Waivers to a Subcontractor Invoice as an Invoice Contact.
    • Unconditional Sub-Tier Waivers for this Invoice. When you see this card, your team is collecting signed unconditional sub-tier waivers for the current Open billing period. An invoice contact must first upload the signed sub-tier waivers with their subcontractor invoice for the current Open billing period. See Upload Sub-Tier Waivers to a Subcontractor Invoice as an Invoice Contact.
    • Conditional Sub Tier Waivers for this Invoice. When you see this card, your team is collecting signed conditional sub-tier waivers for the current Open billing period. An invoice contact must first upload signed sub-tier waivers with their subcontractor invoice for the current Open billing period. See Upload Sub-Tier Waivers to a Subcontractor Invoice as an Invoice Contact.
    • Sub-Tier Information for this Invoice. When you see this card, sub-tier waivers aren't being collected. There will be no waivers to review in this card. 
  6. Scroll to the card that contains the sub-tier waivers to review. Once sent by an invoice contact, the waivers are placed in the Review Pending status. 
  7. In the Waivers column, click Review. 

    review-sub-tier-waiver.png

    This opens the waiver in the attachment viewer. The Details pane is active. 
     Notes

    In the Details pane, you can also:

    • Click the Download icon-download-cloud.png icon to download a copy of the file.
    • Edit the value in the Amount Billed This Invoice field and the Billing Type setting.
    edit-amount-billed-this-invoice-billing-type.png
     
  8. Review the file and its details. 
    Next, request a revision or approve a waiver. 

Request a Revision

If the waiver is missing information or a signature, you can request a revision:

  1. In the Details pane, click Request Revision. 

    request-revision-button.png

    This opens the Request Revision window. 
  2. In the Reason for Revision box, enter an explanation for the request. Be sure to include any necessary details about correcting the waiver to the invoice contact.

    request-revision-window.png
  3. Click Request. 
    Procore Pay notifies the invoice contact of the request by email.  

Approve a Waiver

To approve the submitted sub-tier waiver, click Approve in the Details pane. This changes the Approval Status of the file to Approved. 

approve-button.png