Table of Contents
This Invoice Administrator Guide provides companies that have purchased Procore Pay This guide assumes your team has completed the steps in the Payor Setup Guide. Topics include:
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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.
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.
To add an invoice administrator to the Project level Commitments tool:
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.
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.
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?
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.
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.
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.
An invoice administrator can invite invoice contacts to set up Procore Pay and add beneficiary accounts.
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.
An invoice administrator can invite invoice contacts to set up Procore Pay and add beneficiary accounts.
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
As you review each line item, keep in mind:
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.
The steps to follow depend on the management method your team decides to use:
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.
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.
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.
To add new insurance information, choose the appropriate option:
When adding the first insurance document... | For subsequent insurance documents... |
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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:
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.
This table details the elements of the Insurance card in a commitment.
Element | Type | Description |
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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:
NoteThe 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:
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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:![]() ![]() 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. |
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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.
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:
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.
You can then follow the steps in:
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.
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.
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.
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.
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.
When you see the Holds tab on the subcontractor invoice, continue with the steps in Create and Apply Holds.
After navigating to the Holds tab on the subcontractor invoice, continue with these steps:
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.
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.
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.
When you see the Holds tab on the subcontractor invoice, continue with the steps in Edit Holds.
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?
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?
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?
When you see the Holds tab on the subcontractor invoice, continue with the steps in Release Holds.
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... |
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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. |
The Payment Requirements tab shows the following information:
This table details the payment requirements.
If you are an invoice administrator, these buttons are visible in this tab:
Category | Requirement | When the requirement is ON... | When the requirement is OFF... | Learn More |
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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 | |
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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. |
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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 |
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:
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.
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.
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.
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).
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.
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.
To provide a complete list of everyone working on a project:
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.
If there are no sub-tier subcontractors for the project invoice, click the Certify No Sub-Tiers button. The 'You have certified no sub-tiers are involved in this project' message appears.
To remove a new sub-tier, click the Remove icon before clicking Save.
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.
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 |
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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. |
In the Details pane, you can also:
If the waiver is missing information or a signature, you can request a revision:
To approve the submitted sub-tier waiver, click Approve in the Details pane. This changes the Approval Status of the file to Approved.