Payor: Payments Admin 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. 

Only a Payments Admin or a Payments Disburser can Create Disbursements in Procore Pay. Once authorized, a disbursement initiates these actions depending on your service. Payors can choose one (1) of two (2) services:

To learn more about the Payments Disburser role:

• What is the difference between a Payments Admin in Procore Pay and a Company Admin in Procore?
• Why do we need to designate a Payments Admin? 
• How is the Payments Admin role assigned to Procore Pay users?
• Do Payment Admins in Procore Pay require Multi-Factor Authentication (MFA)?
• Does a Payments Admin in Procore Pay need additional permissions on Procore's tools?
• Who are my company's Payment Admins in Procore Pay?

• Why does Procore Pay require MFA? 
• How does MFA work?
• Which Procore Pay users are required to log in with MFA?
• Which one-time password applications are compatible with Procore Pay?
• What are the MFA account lockout settings?
• When are Procore Pay users challenged by MFA?
• Are MFA login attempts recorded?
• Is MFA required when testing the Payments tool in our company's Sandbox?
• How do Procore Pay users troubleshoot user issues with MFA?

• Install an Authenticator App on Your Mobile Device
• Log in to the Procore Web Application
• Log in to the Procore Web Application with MFA

1. Go to the Procore web application at: https://app.procore.com.
2. Enter your Procore email address and password. Then, click Log In. 
3. Open the one-time password application on your mobile device and select your account. 

    Tip

   Are you seeing the 'Set Up Your First Account' screen? To learn how to log in for the first time, see Set Up MFA for Procore Pay on Your Device instead of the steps below. 
4. At the Enter Your Password screen shown below, do the following:
   
5. Accept the email address or click Edit to modify the email address.  
6. Type your Password. 
7. Click Continue. 
8. Check the one-time password application on your mobile device for your secret code.

    Tip

   • What is a one-time password application? A One-Time Password (OTP) application is an app that is installed on a hardware device that helps to safeguard your Procore Pay account from unauthorized access. It generates a random code that you enter when challenged, to verify your identity. The code is randomly generated and changes each time you are challenged by MFA to verify your identity. 
   • What is an MFA device? An MFA device is an electronic device (such as a mobile phone or another device) on which you have installed the one-time password application. 
9. At the Verify Your Identity page, choose from these options:
   
   • Recommended. Type your secret code in the Enter Your One-Time Code box. 
     OR
   • Click Try Another Method. Then select one of the available options. Typically, you can choose between using one of the listed authenticator apps or you can enter the recovery code that you recorded in Set Up MFA for Procore Pay on Your Device.

      Tip

     Why are my options different? The options that appear for you depend on the authenticator app that you installed. 
10. Click Continue.
    If you successfully pass the login challenge, you are logged in to the Procore web application.  

     Important

    If your company has implemented its own Single Sign-On (SSO) or MFA requirements, you may be required to enter additional login credentials to access Procore Pay. For assistance with those steps, contact your IT department.

     Tip

    Seeing a blocked account message?  To safeguard your company's sensitive information, your account is automatically blocked after multiple consecutive login attempts. For assistance with resetting or recovering your account access, contact your company's Procore Administrator. Your administrator can submit an MFA reset request with Procore's Payments Operations team. See Contact Support. 

1. At the Verify Your Identity page, open your Authenticator app on your mobile device to retrieve your one-time-code. 

    Tip

   Don't have an Authenticator app on your device? To learn more, see Set Up MFA for Procore Pay on Your Device. 
2. In the Enter your one-time code box, enter the code provided by the Authenticator app. 
   Note: After 10 failed attempts at completing the MFA challenge, you will be logged out of Procore. You must log in again and successfully pass the MFA challenge at login to be able to navigate back to the disbursement and re-try authorization. 
3. Click Confirm.

With Procore Pay, payors and payees require different types of bank accounts to send and receive payments. See How do funds flow between bank accounts with Procore Pay?

This table details the different types of required bank accounts for Procore Pay. 

1. Navigate to the Company level Payments tool.
2. Click the Payments Settings  icon.
   This opens the Payments Settings page. The 'Business Entities' page in the 'Payments Processing' tab is active by default and lists the business entities that pay invoices for your company's Procore Pay software.
3. Go to the desired business entity and click Add Funding Account.
   This opens the Add Funding Account panel.
   
   
    
4. In the Add Funding Account panel, do the following:
   1. Nickname. Enter a unique nickname for the account. Nicknames quickly identify the bank account for disbursements while helping to protect the privacy of its account number. 
   2. Business Entity. Shows the name of the current business entity. 
   3. Account Number. Enter the full account number in this field. See Where do I find my routing and account number?
   4. Reenter Account Number. Reenter the full account number in this field. 
   5. Routing Number. Enter the routing number for this account. See Where do I find my routing and account number? 
   6. Account Type. Choose Checking or Savings. 
   7. Bank ID. Enter a bank identifier. Procore uses the bank ID as a prefix for a payment's check number. You can change this number at any time. However, any new changes only impact new check numbers. 

       Important

      For companies using the  ERP Integrations tool: The bank identifier must match the funding account's 'Bank ID' in your integrated ERP system. 
   8. Check Number. Enter a check number for the next invoice payment. This provides each check a unique identification number for this account. See How does Procore assign numbers to disbursement payouts? It also helps users who Manage Disbursements to identify transactions. 

       Important

      For companies using the  ERP Integrations tool:

      • After Procore Pay processes an invoice payment in a disbursement, the 'Bank ID' and 'Check Number' combination is exported to your integrated ERP system. 
      • To avoid potential ERP synchronization errors, ensure the Check Number entered is higher than the last check number in your ERP system to prevent duplication in your integrated ERP system. See How do payments made in Procore Pay sync with an integrated ERP system?
      • Preview. Verify that the 'Bank ID' and 'Next Check Number' are correct. 
5. Click Continue. 
   This launches the account verification steps. 

1. Navigate to the Company level Payments tool.
2. Click the Payments Settings  icon.This opens the Payments Settings page.
   The 'Business Entities' page in the 'Payments Processing' tab is active by default and lists the business entities that pay invoices for your company's Procore Pay software.
3. Locate the business entity to modify and click its funding account link.
   
4. Locate the account to modify.
5. Click the Overflow menu and choose Edit from the drop-down menu.
   
   
   
   This opens the Edit Account Details page. 
6. In the Edit Account Details page, do the following:
   • Nickname.  Enter a unique nickname for the account. Nicknames quickly identify the bank account for disbursements while helping to protect the privacy of its account number. 
   • Business Entity. Shows the name of the current business entity. 
   • Bank ID. Enter a bank identifier. Procore uses the bank ID as a prefix for a payment's check number. You can change this number at any time. However, any new changes only impact new check numbers. 

      Important

     For companies using the  ERP Integrations tool: The bank identifier must match the funding account's 'Bank ID' in your integrated ERP system. 
   • Check Number. Enter a check number for the next invoice payment. This provides each check a unique identification number for this account. See How does Procore assign numbers to disbursement payouts? It also helps users who Manage Disbursements to identify transactions. 

      Important

     For companies using the  ERP Integrations tool:

     • After Procore Pay processes an invoice payment in a disbursement, the 'Bank ID' and 'Check Number' combination is exported to your integrated ERP system. 
     • To avoid potential ERP synchronization errors, ensure the Check Number entered is higher than the last check number in your ERP system to prevent duplication in your integrated ERP system. See How do payments made in Procore Pay sync with an integrated ERP system?
   • Preview. Verify that the 'Bank ID' and 'Next Check Number' are correct. 
7. Click Save. 

1. Navigate to the Company level Payments tool.
2. Click the Payments Settings  icon.
   This opens the Payments Settings page. The Funding Accounts tab is active by default. 
3. Locate the bank account to designate as your company's default funding account. 
4. Click the Overflow menu and choose Set as Default Funding Account.
   
   
   
   The account is marked Default and moves to the top of the Funding Accounts list. 
   

    Tip

   Can I deactivate our default account at a later time? No. The default account cannot be deactivated in Procore. To deactivate an account, you must first remove the account's default designation by assigning it to a different account. See Deactivate Funding Accounts.

1. Navigate to the Company level Payments tool.
2. Click the Payments Settings icon.
   This opens the Payments Settings page. The 'Business Entities' page in the 'Payments Processing' tab is active by default. This page lists the business entities configured to pay invoices in your company's Procore Pay software.
3. Locate the business entity to modify and click its funding account(s) link.
   
4. Locate the funding account to edit.
5. Click the Overflow menu and choose Deactivate from the drop-down menu. 

    Tip

   Can I deactivate a default account? No.  A default account cannot be deactivated unless you first designate another account as the default. See Set a Default Funding Account as a Payor.

   
    
6. In the 'Deactivate Funding Account' confirmation prompt, review the message.

    Important

   Before you deactivate the funding account, be aware of the following:

   • If the account being deactivated is also your default funding account, a Payments Admin must first set a new default account for those projects. See Update Your Project's Bank Accounts.
   • Once deactivated, Payments Disbursers can no longer select the funding account when creating new disbursements. 
   • Drawdown requests for existing disbursements are NOT canceled. If the existing disbursement's funds request is successful, Procore Pay withdraws the aggregate disbursement amount from your funding account and transfers it to your deposit account to process invoice payments.
   
7. If you agree, click Deactivate. 
   Procore Pay marks the account Deactivated. 
   
   

1. Navigate to the Company level Payments tool.
2. Click the Payments Settings  icon.
   This opens the Payments Settings page. The 'Business Entities' page in the 'Payments Processing' tab is active by default. This page lists all of your company's business entities that have been configured to pay invoices.
3. For each business entity, click the funding account(s) link to view the account information.
   

1. Navigate to the Company level Payments tool.
2. Click the Payments Settings  icon. 
   This opens the Payment Settings page. The Funding Accounts page is active by default. 
3. Click the Payment Processing tab. 
   This is the active tab by default. 
4. Click the Payments Permissions link. 
5. Scroll to Payments Disbursers.
   
   
    
6. Click the Add Disbursers button.
   This opens the Add Disbursers window. 
7. In the Add Disbursers window, add one (1) or more employees from your company as follows:

    Tip

   Which users are available in the Search People list? Any Procore user account marked as an employee of your company in the Company level Directory tool. Payment Disbursers must be employees of your company. See How do I add someone as an employee of my company?
   • Start typing the name of the user to add in the Search People list. 
   • Select the matching user name(s) from the drop-down list.
     
     
8. Click Continue. 
9. Review the names in the Payments Disbursers list. 
   
   
    
10. Click Add Disbursers. 
    A GREEN banner indicates the action was successful. Procore also logs the 'User added as Disburser' action in the Change History. 

1. Navigate to the Company level Payments tool.
2. Click the Payments Settings  icon. 
   This opens the Payment Settings page. The External Bank Accounts page is active by default. 
3. Click the Payment Processing tab. 
   This is the active tab by default. 
4. Click Payments Permissions. 
5. Scroll to Payments Beneficiary Approvers.
   
   
    
6. Click Add Beneficiary Approvers.
   This opens the Add Beneficiary Approvers window. 
7. In the Add Beneficiary Approvers window, add one (1) or more employees from your company as follows:

    Tip

   Which users are available in the Search People list? Any Procore user account marked as an employee of your company in the Company level Directory tool. Payment Beneficiary Approvers must be employees of your company. See How do I add someone as an employee of my company?
   • Start typing the user's name in the Search People list. 
   • Select the matching user from the drop-down list.
     
     
      
8. Click Continue. 
9. Review the names in the Payments Beneficiary Approvers list. 
10. Click Add Approver. 
    A GREEN banner indicates the action was successful. Procore also logs the 'User added as Approver' action in the Change History. 

1. Navigate to the Company level Payments tool.
2. Click the Payments Settings  icon. 
3. Click the Payment Processing tab. 
4. Click Payments Permissions. 
5. Scroll to Payments Disbursers.
6. Review the names in the Payments Disbursers list. 
7. Click the trash can icon. 
   
   
   
   A GREEN banner indicates the action was successful. Procore also logs the 'User removed as Disburser' action in the Change History. The user no longer has access permission to create or view disbursements. 

1. Navigate to the Company level Payments tool.
2. Click the Payments Settings  icon. 
3. Click the Payment Processing tab. 
4. Click Payments Permissions. 
5. Scroll to Payments Beneficiary Approvers.
6. Review the names in the Payments Beneficiary Approvers list. 
7. Click the trash can icon. 
8. In the Remove Beneficiary Approver? prompt, click Remove Beneficiary Approver. 
   A GREEN banner indicates the action was successful. Procore also logs the 'User removed as Approver' action in the Change History. The user can no longer manage or approve beneficiary bank accounts. 

1. Navigate to the Company level Payments tool.
2. Click the Payments Settings  icon. 
   This opens the Payments Settings page. 
3. Click the Payment Processing tab. 
4. Click Payments Permissions. 
   This reveals a list of Payments Admins, Payments Disbursers, and Payments Beneficiary Approvers who have been granted access permissions to the Company level Payments tool. 

1. Navigate to the Company level Payments tool. 
2. Click the Payments Settings  icon. 
   This opens the Payments Settings page. The External Bank Accounts page is active by default. 
3. Click Project Controls. 
   This opens the Projects Controls page shown below.
4. Optional. Start typing a project name in the Search box to narrow the projects in the list. 
   
5. In the table, select one or multiple projects:
   • To select one or multiple projects, mark the checkbox(es) that correspond to the desired projects. 
     OR
   • To select all projects, mark the checkbox in the heading of the Project column. 
6. Choose from these options:
   • Optional. To change the setting of the Procore Pay features on the selected projects, click  Edit Pay. Then choose the Enabled or Disabled setting from the drop-down list. 
   • Optional. To change the default bank account setting on the selected projects, click Edit Bank Account. Then choose one of your company's linked external accounts or the Select at Disbursement option. 

Changes are saved automatically. A GREEN success banner confirms the action. 

1. Navigate to the Company level Payments tool. 
2. Click the Payments Settings  icon. 
   This opens the Payments Settings page. The Funding Accounts page is active by default.
3. Click Project Controls. 
4. In the table, do the following:
   • To select one or more projects, mark the checkbox(es) to the desired projects. 
     OR
   • To select all projects, mark the checkbox in the Project column header. 
5. Click Edit Bank Account and choose an option from the drop-down list.

    Tips

   • Looking for a specific account? Start typing the account nickname in the Search box to narrow the accounts in the list. 
   • Want to change the selected 'Pay' status? You can change both settings in the same action. To learn more, see Enable or Disable Procore Pay on Your Projects.
   
   • Select at disbursement. Choose this option to force your Payments Disbursers to select the funding account. A funding account is the verified bank account from which a drawdown request for funds is made to complete the payments in a disbursement. To learn more, see Create Disbursements. 
   • One of your existing accounts. Choose one of your company's existing funding accounts from the drop-down list. To learn how to add an account to the list, see Add Funding Accounts.

When Procore Pay customers enable the Company level Workflows tool, an authorized team member can create a custom workflow template to approve/reject your disbursements. Your company can create any number of Payments workflow templates. However, only one (1) of those template(s) can be assigned as the default template for Procore Pay. 

1. Navigate to the Company level Payments tool. 
2. Click the Payments Settings  icon.
   This opens the Payments Settings page. The Funding Accounts tab is active by default. 
3. Click Workflow Settings. 
4. Under Workflow Settings, toggle Enable Workflows on Disbursements to the ON setting.
5. Under Workflow Templates, locate the workflow template to configure:
   • If you are configuring a new workflow template, the configuration status will be Not Configured. 
   • If you want to reconfigure an existing template, the configuration status will be Configured. You can change the configuration as needed. 
6. Click the template's Configure button. 
   
   This launches the Company level Workflows tool and opens the selected workflow template. 
7. View the step details to configure by clicking the Show Details button.
   
8. Complete the workflow configuration. 

   Example

   In this tutorial, the details are configured using the example workflow from Best Practices for Creating a Payments Workflow, so you'll need to assign the following roles to perform the steps:

   • A Payments Admin to be the Workflow Manager. A workflow is only considered complete when a Workflow Manager is assigned to it. 
   • A Payments Admin or Disburser to be an Assignee for the Controller Review step. Each unique response step in a workflow requires one or more assignees. When there are multiple assignees on a step, the first response given will move the workflow to the next step. 
   • A Payments Admin or Disburser to be an Assignee for the CFO Review step. Each unique response step in a workflow requires one or more assignees. When there are multiple assignees on a step, the first response given will move the workflow to the next step. 

   If you have created a custom workflow template, the details you configure will be unique to your environment. 
9. Click the Save button. 

    Tip

   Can I edit the workflow template later?  Yes. You can add or remove steps from your workflow template at a later time. See Edit a Custom Workflow Template. Once editing is complete, you will also need to perform the steps above to re-configure the workflow's details. 

1. Navigate to the Company level Payments tool. 
2. Click the Payment Processing tab. 
3. Click the Workflow Settings link. 
   This opens a list of workflows that have been created for the Payments tool. It also shows the configuration status of each workflow. 

    Tip

   Do you have existing workflows in the Not Configured status? To learn how to configure an existing workflow, see Configure the Settings for a Payments Workflow Template.
4. In the Default Workflow column, choose the option button that corresponds to the workflow that will be used as the system's default. You can create up to five (5) workflows, but can only assign one (1) default workflow. 

    Tip

   What happens if I change the default workflow? If you decide to change the default workflow, all new disbursements created in the Payments tool will automatically use the new default workflow. Any disbursements that have already started a workflow process will be unaffected by this change. 
   

1. Navigate to the Company level Payments tool. 
2. Click the Configure Settings  icon. 
3. Click the Payment Processing tab. 
4. Click Advanced Settings. 
5. On the Advanced Settings page, review the informational statement under Enable Disbursements.
    
6. Click the Enable Disbursements button. 
   Once enabled:
   • A GREEN success banner appears to confirm your action.
   • Your company's Payments Disbursers can now create new disbursements in the Company level Payments tool.

1. Navigate to the Company level Payments tool. 
2. Click the Configure Settings  icon. 
3. Click the Payment Processing tab. 
4. Click Advanced Settings. 
5. On the Advanced Settings page, review the informational statement under Disable Disbursements. 
   
   
    
6. Click Disable Disbursements. 
   The following confirmation prompt appears. 
   
7. Confirm that you want to disable disbursements by clicking the Disable Disbursements button.
   Once disabled:
   • A GREEN success banner appears to confirm your action.
   • A YELLOW banner appears at the top of the page to alert Payment Admins that the feature is turned OFF.
   • Your company's Payments Disbursers can no longer create new disbursements in the Company level Payments tool.
   • Procore Pay continues to process any existing disbursements and invoice payments that are in progress. 

1. Navigate to the Company level Payments tool. 
2. Click the Payments Settings  icon. 
   This opens the Payments Settings page. 
3. Click the Payment Processing tab. 
4. Click the Change History link.
   This opens the Change History page.

   Only a Payments Admin has access to view the Payments tool's Change History. The table on the Change History page logs the actions performed by Payments Admins and Payments Disbursers with the Company level Payments tool. For step-by-step instructions, see View the Payments Tool Change History. 

   

   Click here to learn about the table.  

   Change History Page

   The table below describes the default columns on the Change History page.

   Column	Description
   Date	Shows the date and timestamp of the action.
   Action By	Shows the first and last name of the Procore user as their name appears in the Company Directory. Note: Only a member of Procore's Payments Operations Team can add Payments Admins to your account. This requires an authorized user at your company to complete and sign Procore's Payment Administrator Designation Form. Once added, this entry indicates the user was added by 'Procore Support'. For details, see Add or Remove Payments Admins as a Payor.
   Changed	Provides a brief description of the action.
   From	Shows the value that the action changed from. Note: If the action originated from a setting with a blank or null value, Procore shows the double dash symbol (--).
   To	Shows the To value that the action changed to. Note: If the action resulted in a setting with a blank or null value, Procore shows the double dash symbol (--).

1. Navigate to the Company level Payments tool. 
2. Click the Payments Settings  icon.
   This opens the Payments Settings page. The Payment Processing tab is active by default. 
3. Click the Payment Requirements tab. 
   The Lien Waivers page is active by default. 
4. Under Lien Waiver Settings, move the Allow Lien Waivers to be Enabled on All Projects toggle to the ON or OFF setting:
    

   Option	Setting	Description
   	ON	Invoice administrators can complete the steps in Enable Lien Waivers & Set Default Templates on Projects, Preview Lien Waivers on Subcontractor Invoices, and View Lien Waivers on Project Invoices. Invoice contacts in the payee environment can complete the steps in Sign Lien Waivers on Subcontractor Invoices and View Signed Lien Waivers on a Project.
   	OFF	Invoice administrators cannot perform the above steps.  Turning the setting OFF does:  NOT remove any existing lien waiver data from Procore.  NOT hide the 'Lien Waiver Templates' table in the Company level Payments tool.  NOT hide any lien waivers that were signed on project invoices before this setting was disabled.

   
    

1. Navigate to the Company level Payments tool. 
2. Click the Payments Settings  icon.
   This opens the Payment Settings page. The External Bank Accounts tab is active by default. 
3. Click the Payment Requirements tab. 
4. Click the Lien Waivers page. 
5. Click Create.
   This opens the Create Lien Waiver Template panel. 
6. Under New Lien Waiver Template, do the following:
   

    Note

   An asterisk (*) below indicates a required field. 
   • Template Name*
     Type a name for the template. 
   • Lien Waiver Type*
     Select the type of lien waiver.  

      Tip

     What does each type mean? To learn about each option, see What types of lien waiver templates can you create? 
   • Optional: Requires Notary.
     Mark the checkbox to include space for a notary public's signature and legal seal. Clear the checkbox to omit this space. 
7. In the Select Template area, choose one of these options:
   • Customizable Template
     Click this option to build your own custom template using our best practice form. 
   • Upload Your Own
     Click this option and then click the Browse Files button to select a PDF file to upload from your computer or network. 

      Note

     If your PDF file contains pre-built form fields, the placeholders for those form fields are NOT imported. 

8. Under Which jobs should use this template? do the following:
   • States. Choose from these options in the drop-down list:
     • To apply the template to all states and territories, select All States. This is the default setting. 
     • Select the applicable options to apply the template to specific states and territories. You can select one (1) or multiple options.  

        Tip

       Does the list of states include all of the states and territories of the United States? Procore's States list includes all 50 states, the Federal District (Washington D.C.), and three (3) major territories (Guam, Puerto Rico, and the U.S. Virgin Islands).  
9. Click Start Editing. 
10. In the template, use the controls in the text editor to add content and adjust the formatting and layout of the template. 
11. Optional: Under Variables, click and drag any variable into the appropriate position on the template.
12. Optional: To preview the template, click Preview. 

     Note

    As you build your template, Procore recommends previewing it to ensure that the finished template provides you with the desired result. To quit the Preview Template window, click the Close button. 
13. Click Create. 
    Procore adds your template to the Lien Waiver Templates table. 

1. Navigate to the Company level Payments tool. 
2. Click the Payments Settings  icon.
   This opens the Payments Settings page. The Payment Processing tab is active by default. 
3. Click the Payment Requirements tab. 
   The Lien Waivers page is active by default. 
4. In the Lien Waiver Templates table, locate the template to update. Then click Edit. 
   This opens the Edit Lien Waiver Template panel. 
5. Review the template and make the desired changes. 
   • To change the copy, update the body of the template as needed. 
   • To remove a variable placeholder, click the placeholder in the body of the template and press DELETE. 
   • To add a variable placeholder, click a field in the Variables list and use a drag-and-drop operation to move the variable into the desired placeholder position.

      Tip

     Want to make a field required or include replacement text for blank values? Certain variable placeholders have these options:

     • To make the field required, place a mark in the Required Field checkbox as shown below. 
       
       
        
     • To make a field optional, remove the mark from the Required Field checkbox. For optional fields, you can also enter a word or phrase, so the text you enter appears when a value isn't available. For example, if there are no Lien Waiver Exceptions to include, the word 'None' will appear on the lien waiver instead of a blank field. 
       
       
6. Optional. To preview your changes, click Preview. 
7. Click Save. 
   Any updates that you make go into effect only go into effect on the next project lien waiver. Updates have no effect on existing lien waivers. 

1. Navigate to the Company level Payments tool. 
2. Click the Payments Settings  icon.
   This opens the Payments Settings page. The Payment Processing tab is active by default. 
3. Click the Payment Requirements tab. 
   The Lien Waivers page is active by default. 
4. Locate the template to delete in the table.
   
   

    Tip

   How is the data grouped? By default, Procore groups lien waiver templates by type. To learn more, see What types of lien waiver templates can you create in Procore? 
5. Click the  trash can icon to delete the template. 
6. In the Delete Lien Waiver Template? message, choose an option:
   • To keep the template, click Cancel. 
   • To permanently remove the template, click Delete. 

Once deleted, the template no longer appears as a selection in the Invoice Settings. See Enable Lien Waivers & Set Default Templates on Projects. Any previous lien waivers generated from the template on the project's existing invoices can continue to be previewed, signed, and viewed. 

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 Settings  icon.
3. Scroll to the Lien Waivers section.

    Tips

   • Don't see any options? Lien waivers must enabled for Procore Pay. See Enable Lien Waivers in the Company Payments Tool. 
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.
   
   

   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. 

   

7. Click Save.

1. Navigate to the Company level Payments tool. 
2. Click the Payments Settings  icon. 
   This opens the Payments Settings page. 
3. Click the Payment Requirements tab. 
4. Click Payment Requirements. 
5. Choose one (1) option for each requirement:
   • Not Required. Doesn't track the payment requirement. 
   • Required but Allows Payment. Notifies users when a payment requirement isn't satisfied and allows users to send payments. 
   • Required and Prevents Payment. Notifies users when a payment requirement isn't satisfied and prevents users from sending payments. 
6. Configure the options in each section as desired:

• Open the Payment Readiness Panel
• About the Overview Tab
• About the Holds Tab

• Subcontractor Invoices Table
• Default Columns
• Create Disbursement
• Manage Rows & Columns
• Apply Search & Filter Options
• Export a List

Default Columns

This table details the default columns. 

Column	Description	Default Setting	Learn More
Invoice #	Click a hyperlink to open the corresponding invoice number at the Project level. Procore assigns an Invoice # at creation.	ON	Create Subcontractor Invoices
Pie Chart Icon	Shows the current state of the invoice's payment requirements as a pie chart. When BLACK, requirements are met. When GRAY, requirements are incomplete.	ON	Manage Payment Requirements
Requirements	A unit fraction shows how many active payment requirements are complete for each invoice.
Manual Holds	Shows the number of holds applied to an invoice. See What is a manual payment hold on a project invoice?	ON	Manage Payment Holds
Information Icon	Click  to open the Payment Requirements to view the requirements detail.
Payment Status	Shows the current payment status of each invoice. The status options include: Paid, Partially Paid, or Unpaid	ON	-
Invoice Status	Shows the current status of each invoice. Use the Project level Invoicing tool to change status. See What are the default statuses for Procore invoices?	ON	Bulk Edit the Status of Subcontractor Invoices with the Invoicing Tool
Beneficiary Name	Shows the name of the payee. This corresponds to the 'Contract Company' set on the invoice's commitment contract. To change the company name, edit the Name field under the company's account profile in the Company level Directory tool.	OFF	Edit a Company in the Company Directory
Project	Shows the name of the Procore project associated with each invoice.	ON	Change the Name of a Procore Project
Billing Period	Shows the invoice billing period. An invoice administrator creates billing periods.	ON	Manage Billing Periods
Amounts Group	Groups the 'Amount' columns in the table	ON	-
Gross Amount	Shows the total amount of the invoice before subtracting retainage.	ON	Create a Commitment
Net Amount	Shows the actual cost of the invoice after subtracting retainage.	ON	Create a Commitment
Paid Amount	Shows the amount paid against the invoice to date.	ON	Create Subcontractor Invoices
Invoice Dates	Shows the dates entered as the Period Start and Period End on the invoice. These show the Billing Period Dates by default. You can change the dates.	ON	Create Subcontractor Invoices
Payment Date	Shows the Payment Date entered on the invoice.	ON	Create Subcontractor Invoices
Submitted Date	Shows the Submitted Date entered on the invoice.	ON	Create Subcontractor Invoices
Contract	Click the hyperlink to launch the Project level Commitments tool and open the commitment.	ON	View Commitments
Total Contract Amount	Shows the commitment contract's total amount.	ON	Create a Commitment
% Complete	Shows the percentage of Total Completed and Stored to Date as a % of the Total Amount of the Commitment Contract for the invoice.	ON	Create Subcontractor Invoices

• Search for Subcontractor Invoices
• Apply Filters to the Data Table

• Manage Filters
• Manage Table Settings
  • Configure Columns
• Manage Columns
  • Adjust Column Width
  • Sort Columns
  • Group Columns
  • Column Grouping Options
  • Additional Grouping Options
• Overflow Menu
  • Group by Project
  • Pin Column
  • Autosize this Column
  • Autosize All Columns
  • Reset Columns

Manage Columns

Adjust Column Width

To adjust the width of a single column, hover your cursor over the right border of a column heading until the resize handle  icon appears. Then drag the handle to the left or right to set the desired column width. If you press the SHIFT key while holding down the resize handle, a blue outline appears over the active column to help you see your column adjustment.

Sort Columns

To sort the table's data by a specific column, click any column heading to reveal a BLUE arrow to adjust the sort order of the contracts table.

 

Icon	Sort Order	Additional Information
	Ascending	To reset your columns, hover your cursor over the right side of a column heading until the vertical ellipsis  appears. Then choose Reset Columns from the drop-down menu.
	Descending

Group Columns 

Some columns let you group your table's data. Columns that can be grouped contain a grouping option in the Overflow Menu.

Column Grouping Options

The options in the Select a Column to Group drop-down list lets you apply these grouping options to your table. 

Column Name	Column Grouping Option	Details
Invoice Status	Groups invoices by the available statuses	To learn about the available statuses, see What are the default statuses for Procore invoices?
Company	Groups invoices by company	This option corresponds to the 'Contract Company' set on the commitment's associated with your company's invoices. See Create a Commitment.
Project	Groups invoices by project	This option corresponds to the 'Name' field under 'Project Information' in the General tab of the Project Settings in each project's Admin tool. See Change the Name of a Procore Project.
Billing Period	Groups invoices by billing period	This option corresponds to the billing periods in your company's Procore projects. Billing periods are created in the Project level Invoicing tool. See Manage Billing Periods.
Contract	Groups invoices by each commitment contract	This option corresponds to the purchase orders and subcontracts created in the Project level Commitments tool. See Create a Commitment.

Additional Grouping Options

After you apply your grouping options, a drop-down menu appears above the table. This menu lets you add, remove, arrange, and reset your table's groupings. 

• To change the row group order, grab a group label by its Reorder Grip  and drag it into the desired position.
  
• To remove a single option, click the 'x' next to the option to remove.
  
• To apply an available grouping option, click an option highlighted in GRAY.
  
• To restore the default settings, click Reset in the drop-down menu.
  

1. Navigate to the Company level Payments tool. 
2. Click the Subcontractor Invoices tab. 
3. Click the Export drop-down menu and choose one (1) of these options from the drop-down menu:
   • CSV. Downloads a CSV copy of the table data and sends it to you in an email with the subject line: "Your CSV export of Subcontractor Invoices is ready."
   • PDF. Generates a PDF copy of the table data and sends it to you in an email with the subject line: "Your PDF export of Subcontractor Invoices is ready."

      Notes

     • Click the Download link in the email to view the file on your computer.
     • Any grouping, filtering, and search filters applied to the table data are reflected in the exported file.

1. Create a Disbursement
2. Authorize a Disbursement
3. Complete the MFA Challenge for a Disbursement

1. Navigate to the Company level Payments tool.
   The Subcontractor Invoices tab is active by default. 
2. Click the Disbursements tab.

    Tip

   Don't see the Disbursements tab? Only a Payments Admin or Payments Disburser can view this tab. Your company's Payments Admin can assign users to the Payments Disburser role. See Add Payments Disbursers as a Payor.
   The key features and controls in the Disbursements tab include:
   • Filters
   • Default Columns
   • Optional Columns

1. Navigate to the Company level Payments tool. 
2. Click the Beneficiaries tab.
3. Locate the beneficiary and click Manage.
4. Review the beneficiary's information for accuracy:
   • Directory Record. Shows the beneficiary's information in the company record of the Directory tool. See Add a Company to the Company Directory.
   • Company Profile. Shows the beneficiary's profile information as the beneficiary submitted it. See Set Up Procore Pay as a Payee.
   • Bank Account. This is the bank account number for payments submitted by the beneficiary. 

      Note

     What if the information in the Directory Record and Company Record are different? If the information submitted by the beneficiary is different from the information in the Directory tool, Procore recommends contacting the beneficiary to determine if your Procore Administrator needs to make an address change in their company record. To learn more, see Edit a Company in the Company Directory.
5. If the information is correct, click Approve for Payment.

This sets the account's status to 'Approved', enabling it to receive payments through Procore Pay.