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Procore

Payor: Payments Admin Guide

 General Availability in Select Markets (United States)
flag-us.png Procore Pay icon-external-link.png with payments powered by Goldman Sachs Transaction Banking (TxB)* 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 a Payments Admin

role-admin2.svg

This Payments Admin Guide provides your team's designated Payments Admins with instructions for the actions they can perform with Procore Pay icon-external-link.png . This guide assumes your team completed the steps in the Payor Setup Guide.

Learn how to configure the settings for Procore Pay:

  • Multi-Factor Authentication (MFA). Learn how Procore Pay uses MFA to help safeguard your payments transactions and sensitive information from unauthorized account access. 
  • Funding Accounts. Learn how to add, edit, and remove funding accounts. 
  • Beneficiaries. Learn how to approve beneficiary bank accounts and/or designate a Payments Beneficiary Approver to approve beneficiary accounts for you. 
  • Payments Permissions. Learn about the different roles in Procore Pay and how to assign roles to your Procore users. 
  • Project Controls. Learn how to manage Procore Pay features on Procore projects. 
  • Workflow Settings. If your team is using the Workflows tool, learn how to configure and manage your payments workflow. 
  • Advanced Settings. Learn how to enable and disable Procore Pay in your company's Procore account. 
  • Change History. Learn how Procore stores a history of actions completed with the Payments tool. 
  • Lien Waivers & Templates. Learn how to enable the lien waivers features and configure templates for use with the Procore Invoice Management tools. 
  • Sub-Tier Waivers. Learn how Payment Admins who also have invoice administrator permissions can enable a 'Sub-Tiers' card on the 'Lien Rights' tab of a subcontractor invoice and configure sub-tier waiver collection requirements. This provides a payee's invoice contact with the ability to add sub-tier billing data and upload signed sub-tier waivers. 
  • Payment Requirements. Learn how to configure payment requirements and view those requirements on subcontractor invoices. 

Learn about the actions you can perform with the Payments tool: 

  • Subcontractor Invoices. Learn about the actions you can perform using the Subcontractor Invoices tab in the Company Level Payments tool. 
  • Disbursements. Learn about the actions you can perform using the Disbursements tab in the Company Level Payments tool. 
  • Beneficiaries. Learn about the actions you can perform using the Beneficiaries tab in the Company Level Payments tool. 

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

How do funds flow?

Only a Payments Admin or a Payments Disburser can Create Disbursements in Procore Pay. Once authorized, a disbursement initiates these actions:


payments-funds-flow.png

What is a Payments Admin?

In Procore Pay, a Payments Admin is a designated Procore user who administers the Company level Payments tool for that company's Procore account. Typically, one (1) or a small number of trusted users are designated to perform the tasks associated with this role.

 Tip

Are you the designated Payments Admin for your company? If your company pays invoices with Procore Pay and your company designated you as a Payments Admin (see Add Payments Admins as a Payor), you can learn about the actions you can perform in the Payor: Payments Admin Guide.

To learn more about the Payments Disburser role:

What is the difference between a Payments Admin in Procore Pay and Company Admin in Procore? 

  • A Payments Admin is a designated role for Procore Pay and is responsible for the administration of the Company level Payments tool. To learn more about the Payments Admin role in Procore Pay, see Payor: Payments Admin Guide
  • A Company Admin is responsible for the overall administration of your company's Procore account. To learn more, see What is a Company Admin?. In Procore, a Company Admin is also called your Procore Administrator. For more information, see the Procore Administrator learning path.
     Important
    Due to the sensitive nature of financial transactions with Procore Pay, a Company Admin has limited access to the Payments tool. To provide a Company Admin with access to the Payments tool, an authorized signer at your company must also designate them as a Payments Admin. See Add or Remove Payments Admins as a Payor

Why do we need to designate a Payments Admin?

Your company must designate a Payments Admin to administer the features and settings governed by the Company level Payments tool. In addition to configuring settings that facilitate payment processing, the Payments Admin role is also responsible for managing your company-level lien waiver settings, configuring payment requirements, and managing custom workflow templates. 

How is the Payments Admin role assigned to Procore Pay users? 

An authorized signer at your company must sign and complete a Procore Pay Authorized Administrator Form. See Add or Remove Payments Admins as a Payor.

Do Payment Admins in Procore Pay require Multi-Factor Authentication (MFA)?

Yes. Payment Admins are required to verify their identities before gaining access to Procore Pay and before performing sensitive transactions. To learn more, see How does MFA work with Procore Pay and why is it required?

Does a Payments Admin in Procore Pay need additional permissions on Procore's tools? 

At a minimum, a Payments Admin should be provided with the following permissions in Procore.

Procore Tool Required User Permissions Description Learn More
Company Level Permissions Tool  'Admin' on Payments Assign the user to a Company Permissions Template with 'Admin' level permissions on Payments.  Create a Company Permissions Template
Project Level Commitments Tools 'Admin' on Commitments

In Procore, users with this permission level are called invoice administrators.
Assign the user to a Project Permissions Template with 'Admin' level permissions on the Project level Commitments tool.  Create a Project Permissions Template

Assign Default Project Permissions Templates in the Permissions Tool

Who are my company's Payment Admins in Procore Pay? 

As a payor using Procore Pay, ask your company's Procore Administrator or your company's authorized signer about your Payments Admins.

 Tip
Want to list your company's Payment Admins for your project users?  Your team can add your company's designated Payments Admins to the 'Project Team' section on each project's Home page. For instructions and required user permissions, see Add the Project Team to the Project Home Page

How does MFA work with Procore Pay?

Why does Procore Pay require MFA?

To provide Procore Pay with a trusted method to safeguard private data related to payment transactions, it is important for end users to ensure strong password management protections are in place in your environment. To help safeguard your most sensitive operations from unauthorized account access, Procore Pay requires users to complete a multi-step account login process. This process is called Multi-Factor Authentication (MFA). It is also commonly referred to as 2FA. 

How does MFA work? 

To provide Procore Pay with a trusted method to safeguard sensitive bank account information and payment transactions, it is important for Procore Pay customers to ensure your environment has strong password management protections in place. To help ensure your most sensitive operations are guarded against unauthorized account access, Procore Pay users must complete a multi-factor account login process to authenticate their identity. 

These factors include:

  1. Enter your email address and password for your Procore user account. If you are an authorized user with access permission to Procore Pay, you will be prompted to enter your user name and password on the Procore login page.
  2. Enter a one-time password code generated by an MFA app on a mobile device. Next, a Time-Based One-Time Password (TOTP) code is sent to your mobile device. A TOTP code is a randomly generated secret code displayed on a user's mobile device using a TOTP-compliant app.

Which Procore Pay users are required to log in with MFA?

Authorized users who have been granted role-based permissions to the Company level Payments tool are required to log in using MFA before accessing the Company level Payments tool and before performing secure financial operations. 

The table below details the roles and requirements for MFA:

Role Before logging in... Before performing these tasks...
Payments Admin
Payments Disburser
Payments Beneficiary

Which one-time password applications are compatible with Procore Pay?

Procore Pay has tested two applications that can be used in your company's environment: Google Authenticator and Auth0 Guardian. However, other TOTP-compliant applications can also be used, such as Microsoft Authenticator.

The application used in your company's environment is likely determined either by your company's owner and/or your IT department. Procore has tested these TOTP apps for compatibility with Procore Pay:

What are the MFA account lockout settings? 

To prevent repeated MFA login attempts as part of an attack, designated Procore Pay users are subject to these account lockout settings:

  • Number of failed login attempts to trigger account lockout: 10 (TOTP)
    Notes: 
    • Procore lockout settings configured in the Company level Admin tool do NOT apply with MFA enabled.
    • If you are locked out of your account, contact Payment Operations to request an MFA reset.

When are Procore Pay Users challenged by MFA?

Your company's authorized Payments Admins and the Payments Disbursers designated by your Payments Admin are required to provide multiple verifications every time they perform one of these actions in the Procore web application:

  • Log in to your company's account in the Procore web application.
  • Navigate to the Company level Payments tool.
  • Creating or submitting a disbursement:
    • If using Procore Pay to send payments without the Workflows tool, before a Payments Disburser creates a disbursement in the Payments tool. 
    • If using Procore Pay with the Workflows tool, before the designated Workflow Approver submits a disbursement.
  • When the Company level Payments tool is idle for more than 30 minutes in a user session.

Are MFA login attempts recorded? 

Yes. Every attempted MFA login and its outcome is logged. Records are retained in the log for six (6) years.

Is MFA required when testing the Payments tool in our company's sandbox account? 

Procore Pay is not available in your company's Sandbox account. 

How do I troubleshoot user issues with MFA?

Below are tips for troubleshooting common issues with MFA as a Procore Pay user. 

Issue How to troubleshoot... How to escalate... For assistance
Your account has been locked after multiple consecutive login attempts. Number of failed login attempts to trigger account lockout: 10 Contact Procore Pay Operations to verify your identity and request an MFA reset.  Contact Payment Operations
You do not have your mobile device with you or your device is powered OFF.  You can finish authentication using the recovery code that you were provided during setup. See Set Up MFA for Procore Pay on Your Device   Contact Payment Operations
You forgot your Procore password.  Reset your Procore password. After resetting your password, be sure to type in the new password manually when logging in. Your browser could autofill a previous password that is no longer valid, so manual entry is recommended.   Contact Support
Your transaction expires.  When logging in with MFA, users must submit their first and second factor within five (5) minutes. If you exceed this time, you will need to log in again and obtain a new secret code (TOTP).    Contact Payment Operations
You need to remove or delete a user from MFA

You cannot remove MFA requirements for a user who has Payments Admin or Payments Disburser permissions. You must remove the user's permissions to Pay to remove the MFA requirement.

Payments Admins can remove the MFA requirement for a user who has the Payments Disburser permission by removing the user's Payments Disburser permission. Upon removal of the permission, the MFA requirement will no longer be enforced.

To remove the MFA requirement for a Payments Admin user by removing their Payments Admin permission, contact Procore Pay Support.

  Contact Payment Operations
Your account shows an 'incorrect code' message.  Make sure you entered the correct code, and check that the date/time settings on your mobile device are correct:
  • Android. Go to Settings > Date & Time. Tap to place a checkmark next to Automatic. To turn it off, go to Settings > Date & Time. Tap the box next to Automatic to remove the checkmark.

  • iOS. Go to Settings > General > Date & Time. Enable Set Automatically. If the setting is already enabled, disable it for a few moments and then re-enable it. 

  Contact Payment Operations

Set Up MFA for Procore Pay

Install an Authenticator App on Your Mobile Device

Before you begin the login steps, install an authenticator app on your mobile device. Procore Pay's MFA solution is compatible with TOTP-compliant Authenticator apps.

 Important
  • You must be located in the United States. Access to Procore Pay is NOT available to users outside of the United States. 
  • If your device is managed by your company, you may need permission to download the TOTP-compliant password application on your Android or iOS mobile device.

Log in to the Procore Web Application

Authorized Procore Pay users will use these steps to log in to Procore Pay for the first time and enroll their device in MFA. 

  1. On your computer, go to the Procore web application at: https://app.procore.com.
  2. At the login screen, enter your Procore email address and password. Then, click Log In
    If you are a designated 'Payments Admin', 'Payments Disburser', or 'Payments Beneficiary Approver' in the payor environment, the MFA solution requires you to complete the steps below. See Log in to Procore Pay with Multi-Factor Authentication.

Log in to the Procore Web Application with MFA

  1. On the Enter Your Password page, enter your Procore Email Address and Password again. 
    enter-your-password.png
  2. After entering your login credentials, follow the appropriate steps below:
Examples

If Your Device is Not Enrolled in MFA

If your mobile device is NOT enrolled in MFA, the Secure Your Account page appears. You must download and install an authenticator app to scan the QR code. You will not be able to secure your account if scanning a QR code with your device's camera. Contact your company's IT department for guidance on the app to use in your environment. 

 Important
  • The example steps below show you how to download and install the free Google Authenticator app.
  • Your company may require you to use a different authenticator app. To confirm the app to use in your environment, contact your company's IT department. 

secure-your-account-qr-code.png

Do the following:

  1. With your mobile device, open your authenticator app and scan the QR code displayed on your computer's screen. 
     Tip
    Why isn't my phone's camera scanning the QR code? To use the Scan a QR Code function, you must scan the QR code with the Authenticator app. If you are trying to scan the code using your phone's built-in camera software, it will NOT work. Instead, open the Authenticator app and then use the app's built-in scanning function. 
  2. At the Almost There page, click Copy Code and mark the I have safely recorded this code check box. 
    almost-there-copy-code.png
  3. Click Continue

If Your Device is Enrolled in MFA

If your device has already been enrolled in MFA, the Verify Your Identity page appears. Check your mobile device's preferred one-time password application for your secret code. Then type that code in the Enter Your One-Time Code box and click Continue

verify-your-identity-enter-code.png

 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.

 

Log in to Procore Pay 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:
    enter-your-password.png
  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:
    verify-your-identity-enter-code.png
    • 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

Complete the Transactional MFA Challenge

  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.

About Bank Accounts

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?

 Important
In Procore Pay, all bank accounts must be verified to send or receive payments. See What is a verified bank account in Procore Pay? and What do I do if my bank account is not automatically verified?

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

Account Type Account Owner Description Notes Learn More
Funding Account Payor

In Procore Pay, a funding account is a bank account where money is held by a financial institution and controlled by the payor. This is the 'Pay From' account.


How does it work? After the account owner authorizes the disbursement in Procore Pay, the financial institution for the deposit account:

  • Submits a 'drawdown' request to the funding account for the disbursement amount.
  • Withdraws the disbursement amount from the funding account. This is the 'drawdown of funds.'
  • This is a bank account that you open with your financial institution.
  • You can add one (1) or more funding accounts. 
  • A funding account must be mapped to a deposit account. 
Add Funding Accounts as a Payor
Deposit Account  Payor

In Procore Pay, a deposit account is a bank account where money is held by a financial institution to process the payor's authorized transactions. This is the transaction banking account. 


How does it work? After the drawdown of funds, the deposit account:

  • Transmits the authorized disbursement amount into the deposit account to complete the 'drawdown of funds.'
  • Processes the authorized payment orders for each invoice in the disbursement.
  • Withdraws each invoice payment from the deposit account. 
  • You must open at least one (1) deposit account during the Procore Pay implementation process. See What bank does Procore Pay use?
  • At least one (1) deposit account is required to add a funding account to Procore 
  • You can open one (1) or more deposit accounts. 
Open a Deposit Account as a Payor

Add Funding Accounts as a Payor
Beneficiary Account Payee

In Procore Pay, a beneficiary account is a bank account where money is held by a financial institution and controlled by the payee. This is the 'Pay To' bank account. 


How does it work? After the invoice payment is withdrawn from the deposit account, each payee on the disbursement: 

  • Receives their invoice payment as a deposit in their beneficiary account.
  • This is the payee's invoice payment that completes the payment transaction. 
  • For payees, a beneficiary account is termed a bank account. 
  • For payors, it is termed a beneficiary account.
  • Payees can add multiple beneficiary accounts to their Procore account. 
  • Payees can only designate one (1) bank account to receive payments. 

Add a Bank Account as a Payee

Edit a Bank Account as a Payee

Add Funding Accounts

Add Funding Accounts

  1. Navigate to the Company level Payments tool.
  2. Click the Payments Settings icons-settings-gear.png icon.
    This opens the Payments Settings page. The 'Funding Accounts' page in the 'Payments Processing' tab is active by default. 
  3. Click Add Funding Account.
  4. In the Add Funding Account prompt:
    1. Under Deposit Account, select the deposit account from the drop-down list. See What are the different types of bank accounts in Procore Pay?
    2. Under Account Nickname, enter a unique Nickname * for the account.
       Tip
      Why does an account need a nickname? Bank accounts require a nickname to help users visually identify the account to select when creating a disbursement. It also helps to protect the privacy of your account.  
    3. Under Check Number:
      A check number provides each Procore payout with a unique identification number for the account. This provides Payments Admins and Payments Disbursers with a reference number to use to identify individual payouts when they Manage Disbursements
       Important
      For companies using the icon-erp-synced2.png ERP Integrations tool: The 'Check Number' and 'Bank ID' combination that you enter here is exported to your integrated ERP system after Procore Pay processes an invoice payment in a disbursement. 
      • Bank ID*. Enter a bank identifier. Procore uses the bank ID as a prefix for the check number on payments. You can change this number at any time. However, any new changes only impact new check numbers. 
         Important
        For companies using the icon-erp-synced2.png ERP Integrations tool: The bank identifier must match your funding account's 'Bank ID' in your integrated ERP system. 
      • Next Check Number*. Enter the check number to use on the next payment from this account. See How does Procore assign numbers to disbursement payouts?
      • Preview. Verify that the 'Bank ID' and 'Next Check Number' are correct. 
  5. Click Continue
    This launches the Modern Treasury identity verification steps. 

Get Started with Identity Verification

To protect your company's personal and financial information, identity verification is powered by Modern Treasury. 

  1. At the Procore Partners with Modern Treasury to Verify Your Identity prompt, click Get Started
  2. In Business Details:
    • Company Name. Enter your company's name. 
    • Address 1*. Enter your company's street address. 
    • Optional. Address 2. Enter your company's 
    • City. Enter the city. 
    • State. Enter a valid state or territory abbreviation. 
    • ZIP Code. Enter a valid ZIP code. 
    • Phone Number. Enter a telephone number with an area code. 
    • Optional. Website. Enter your company's primary website URL. 
  3. Click Continue.
  4. In Taxpayer Identification Number, enter your ten-digit Business EIN for the Internal Revenue Service (IRS). 
     Notes

    Your Business EIN must be a valid Taxpayer Identification Number for the IRS. This information is used by Modern Treasury to verify the identity of the account linked to Procore Pay. Acceptable entry options include these numbers:  

    • Social Security Number (SSN)
    • Individual Taxpayer Identification Number (ITIN)
    • Employer Identification Number (EIN)
  5. Click Continue
  6. On the Bank Account Details page:
    • Account Type. Click Checking or Savings
       Note
      The following information is typically printed at the bottom of your checks. To learn more about finding this information, see Where do I find my routing and account number?
    • Account Number. This is your bank account number. Account numbers can be up to 17 digits. 
    • Routing Number. This is your account's nine (9) digit American Banking Association (ABA) routing transit number. It is typically printed on the bottom of your checks. 
  7. On the Congratulations page, click Complete to start the verification process.
    The account is listed on the Funding Accounts page in the Pending status. Payments Disbursers can create disbursements to send invoice payments when the account is in the 'Verified' status. See What are the default verification statuses for bank accounts in Procore Pay?

Edit Funding Accounts

  1. Navigate to the Company level Payments tool.
  2. Click the Payments Settings icons-settings-gear.png icon.
    This opens the Payments Settings page. The Funding Accounts tab is active by default. 
  3. Locate the funding account to edit.
  4. On the account, click the Overflow menu and choose Edit from the drop-down menu.

    edit-funding-account.png

    This opens the Edit Funding Account page. 
  5. Optional. Under Account Nickname, change the existing Nickname * for the funding account.
     Tip
    Why does an account need a nickname? A funding account requires a nickname because it allows Payment Disbursers to identify an account when creating disbursements. It protects your financial privacy by eliminating the need to provide disbursers with the full bank account number. 
  6. Optional. Under Deposit Account, your company may have one (1) or more accounts to choose from. Select the appropriate account from the drop-down list.  
     Tip
    What is a deposit account? To learn about the different bank account types in Procore Pay, see What are the different types of bank accounts in Procore Pay?
  7. Optional. Under Next Check Number:
    This provides each invoice payment with a unique identification number for the bank account. It also provides Payments Admins and Payments Disbursers with a reference number to identify individual payments in disbursements. See Manage Disbursements.
     Note
    Procore Pay does not permit you to enter a duplicate Bank ID or Next Check Number.  Procore Pay validates all entries and notifies you with an informational message when a duplicate is detected. Your entry must be unique. 
    • Bank ID*. Enter a unique Bank ID. Procore uses the bank ID as a prefix on payments to ensure each check number is unique. You can change this number at any time. However, any new changes only impact new check numbers. 
    • Next Check Number*. Enter the check number for the next payment from this funding account. See How does Procore assign numbers to disbursement and checks?
       Tip

      Syncing payments with an integrated ERP system?  To avoid potential ERP synchronization errors, update the Next Check Number field with a number high enough to prevent duplication in your integrated ERP system. To learn more, see How do Payments made in Procore sync with an integrated ERP system?

    • Preview. Verify that the 'Bank ID' and 'Next Check Number' are correct. 
  8. Click Continue

Set a Default Funding Account

  1. Navigate to the Company level Payments tool.
  2. Click the Payments Settings icons-settings-gear.png 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.

    set-as-default-funding-account.png

    The account is marked Default and moves to the top of the Funding Accounts list. 
    default-bank-account-number.png
     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.

Deactivate a Funding Account

  1. Navigate to the Company level Payments tool.
  2. Click the Payments Settings icons-settings-gear.png icon.
    This opens the Payments Settings page. The Funding Accounts tab is active by default. 
  3. Locate the account to deactivate. 
  4. Click the Overflow menu and choose Deactivate from the drop-down menu. 
     Tip

    Can I deactivate a default account? No. The default account cannot be deactivated unless you first assign another account as Procore Pay's default account. See Set a Default Funding Account.

    deactivate-funding-account.png
     
  5. 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 will no longer be able to 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, the aggregate disbursement amount will be withdrawn and the funds will be transferred to your Goldman Sachs deposit account to process all of the payment orders. 
    deactivate-funding-account-confirm.png
  6. If you agree, click Deactivate
    Procore Pay marks the account Deactivated and the account is grayed out and moved to the bottom of the Funding Accounts list. 

    view-funding-accounts.png

View Funding Accounts

  1. Navigate to the Company level Payments tool.
  2. Click the Payments Settings icons-settings-gear.png icon.
    This opens the Payments Settings page. The Funding Accounts tab is active by default.

    view-funding-accounts.png

Funding Accounts Table

The table below details the elements for each account entry in the Funding Accounts table. 

Element Type Description Learn more...
Add Funding Account Button A Payments Admin clicks this button to add a new funding account.  Add Funding Accounts as a Payor
Account Nickname Field A Payments Admin enters the account nickname when linking an account. The nickname allows Payment Disbursers to identify an account when creating disbursements. It also protects your financial privacy by eliminating the need to provide disbursers with the full bank account number.   Add Funding Accounts as a Payor
Verification Status Field Shows the current verification status of the account. Procore Pay is powered by Modern Treasury with payments provided by Goldman Sachs TxB. Verification occurs after a Payments Admin links an account.  Add Funding Accounts as a Payor

What are the default verification statuses for bank accounts in Procore Pay?
Bank ID Field A Payments Admin enters a unique Bank ID portion to be part of the unique check number issued to the next invoice payout from this account. A payout is an invoice payment in a disbursement.  Add Funding Accounts as a Payor
Next Check No.  Field A Payments Admin enters a unique Next Check No to be part of the unique check number issued to the next invoice payout from this account. A payout is an invoice payment in a disbursement.  Add Funding Accounts as a Payor
Default Field Indicates the account is the default withdrawal account for Procore Pay in the payor environment.  Set a Default Funding Account as a Payor
Deactivated Field Indicates the account has been deactivated.  Deactivate Funding Accounts as a Payor
Overflow Menu Click the vertical ellipsis and choose one of the menu options. The available options in this menu are: Edit, Set as Default Funding Account, and Deactivate. On the Default account, only Edit and Deactivate are available. On a Deactivated account, only Edit is available. Manage Bank Accounts

Add or Remove Payments Admins

Submit a Request to Procore

The authorized signer on your company's transaction banking agreement must submit this request:

  1. Send a request via email to:
  2. Include the following in the request:

    When contacting support:

    • Please don't include any sensitive financial information, such as routing or bank account numbers. 
    • Please include your name, company name, and inquiry. 

Complete the Procore Pay Authorized Administrator Form

Upon receipt of the request, a member of the Payments Operations team at Procore will:

  1. Provide you with a Procore Pay Authorized Administrator Form.
    This form lets your company designate its Payments Admins for Procore Pay. 
     Important
    Who can complete and sign this form? It must be completed and signed by an authorized signer. This is usually the owner of your company or an executive to whom the owner has granted signature authority.
  2. Return the signed & completed form to the Payments Operations team.

Add or Remove Payments Admins in the Payor Environment

An authorized member of the Payments Operations team at Procore adds the designated employee(s) to serve as your company's Payments Admin(s).

Add Payments Disbursers

  1. Navigate to the Company level Payments tool.
  2. Click the Payments Settings icon-settings-gear-android.png 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.

    add-disbursers.png
     
  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.

      add-disbursers-modal.png
  8. Click Continue
  9. Review the names in the Payments Disbursers list. 

    payments-disbursers-list.png
     
  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. 

Add Payments Beneficiary Approvers

  1. Navigate to the Company level Payments tool.
  2. Click the Payments Settings icon-settings-gear-android.png 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 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.
      add-beneficiary-approvers.png
  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. 

Remove Payments Disbursers

  1. Navigate to the Company level Payments tool.
  2. Click the Payments Settings icon-settings-gear-android.png 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. 

    remove-payments-disburser.png

    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. 

Remove Payments Beneficiary Approvers

  1. Navigate to the Company level Payments tool.
  2. Click the Payments Settings icon-settings-gear-android.png 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. 

View Payment Permissions

  1. Navigate to the Company level Payments tool.
  2. Click the Payments Settings icon-settings-gear-android.png 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. 

Enable or Disable Pay on Projects

Enable Procore Pay on All Projects by Default

To enable Procore Pay on all new Procore projects by default, move the Enable Pay on All New Projects toggle to the right. Existing projects are not affected. Any changes to this setting are logged in the Change History under the Payment Processing tab. 

project-controls-settings-enable.png

By default, the 'Select at Disbursement' option is enabled on the project row in the Project Controls table. This allows authorized users to select a funding account when creating disbursements to pay subcontractor invoices. See Create Disbursements. Authorized users can also change this setting under Project Controls. To learn how, see Customize the Payment Controls for Your Active Projects.

Enable or Disable Procore Pay on Specific Projects

  1. Navigate to the Company level Payments tool. 
  2. Click the Payments Settings icon-settings-gear-android.png icon. 
    This opens the Payments Settings page.  
  3. Click Project Controls
    This opens the Project Controls page shown below.  
  4. Optional. Start typing a project name or number in the Search box to narrow the projects in the list. 
    seach-project-controls.png
  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. Click Edit Pay and choose the desired option from the drop-down list.
     Tip
    Want to change the selected projects' bank accounts? You can change both settings in the same action. For instructions, see Customize the Payment Controls for Your Active Projects. 
    edit-pay-with-options.png
    • Enabled. Turns Procore Pay features ON in the selected projects. 
    • Disabled. Turns Procore Pay features OFF in the selected projects. 
  7. In the Enable Pay or Disable Pay prompt, read the informational message. 
  8. Depending on your selected option, click the Enable or Disable button. 

Any changes to this setting are logged in the Change History under the Payment Processing tab. 

Update Project Controls in Bulk

  1. Navigate to the Company level Payments tool. 
  2. Click the Payments Settings icon-settings-gear-android.png 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. 
    project-controls.png
  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. 

Update Bank Accounts on Projects

  1. Navigate to the Company level Payments tool. 
  2. Click the Payments Settings icon-settings-gear-android.png 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.
    edit-bank-account-with-options.png
    • 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.

Best Practices

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. Create and Configure Your Templates
Who will be your company's Workflow Manager and who must complete the workflow steps? How do you manage end-user permissions for Procore Pay + Workflows?  How do you create a Payments Workflow Template? How do you configure the Payments Workflow Template?

icon-41.svg
A Payments Workflow always requires a Workflow Manager. Workflows also require assignees to submit responses to the steps. It helps to sketch out your desired workflow and participants before you get started.

Ready to learn more?
See Plan a Custom Workflow Template. You can also review our Example Payments Workflow

icon-15.svg
Each participant must be a Payments Admin or Payments Disburser.  Next, Create a Company Permissions Template for Payments and Assign the Company Permissions Template to each participant.

Ready to learn more?
Learn about the available granular permissions by reading What granular permissions are available for Payments Workflows?

icon-13.svg
Use the Company level Workflows tool to Create a Custom Workflow Template for Payments.

You can create multiple templates, but can only assign one (1) to be the default workflow for Procore Pay.

Ready to learn more?
Review the Example Payments Workflow for recommended steps. You can also Review the Self-Serve Workflow User Guide.

icon-14.svg
Next, Configure the Settings for a Payments Workflow Template. This is where you add your company's Workflow Manager and assignees to the steps in the Payments Workflow.

Ready to learn more?
You can only assign one (1) default template for Procore Pay. See Assign a Default Workflow Template for Procore Pay.

2. Start Using Your Default Payments Workflow
How do you start the Payments workflow? Need to submit an approve/reject response to a workflow? Need to start, restart, or return to a previous step in a workflow?

role-accounting.svg

A Payments Admin or a Payments Disburser follows the steps in Create Disbursements. After selecting the funding account, Procore Pay automatically starts the Payments workflow for the disbursement when the Workflow tool is enabled.

icon-09.svg

If you are assigned to review a disbursement, submit a response before the due date. To learn more, see Approve or Reject a Disbursement

After submitting an 'Approve' response, an Action Required banner prompts the final reviewer to Authorize the disbursement. Funds are only withdrawn after authorization. See Create Disbursements.

icon-34.svg

If you are the designated Workflow Manager for your company's Payments Workflow, learn how to Start a Custom WorkflowRestart a Custom Workflow, or Return a Workflow to a Previous Step.

You can also Add Additional Assignees when the existing assignees are unavailable. 

 Important
  • Invoice approval and disbursement authorization must be completed by two (2) different Procore users.
  • If you are the Payments Admin or Payments Disburser who placed any of the invoices on the disbursement into the 'Approved' or 'Approved as Noted' status, Procore Pay will not permit you to approve the disbursement.

Example Payments Workflow

This is an example of a Payments workflow that starts automatically when a disbursement is created. You can use this example to create your company's Payments Workflow or you can create your own custom workflow to suit your specific business needs. For step-by-step instructions, see Create a Custom Workflow Template

Example

 

payments-workflow-steps.png

This table shows you the workflow steps and step details for the example workflow.  You can customize the steps and details as needed. To learn more, see What are the different types of steps in a custom workflow?

Step Name Step Details What does it do?
Controller Review
  • Step Name: Controller Review
  • Step Type: Response Step
  • Item Status: Under Review
  • Assignee Role: Controller
  • Send Emails to Assignees and: Workflow Manager & Item Creator
  • Days to Complete: 5 Calendar Days
  • Responses:
    • If the response is Approve, go to the >$100,000.00 condition step.
    • If the response is Reject, go to the Rejected end step.
When a disbursement is created, the workflow is placed into the Under Review status and automatically assigned to the Controller. Emails are sent to the Controller, Workflow Manager & Item Creator. The Controller has five (5) days to provide an approve or reject response. 
> $100,000.00
  • Step Name: >$100,000.00
  • Type: Condition Step
    • When: Amount is Greater Than $100,000
  • Then: CFO Review
  • Otherwise: Approved
When a controller approves a disbursement and the aggregate disbursement amount is $100,000.00 or greater, the system requires secondary approval by the CFO.

If the disbursement amount is less than $100,000, the system automatically moves the disbursement to the Approved step. 

To learn more about condition steps, see Optional Condition Steps for the Payments Tool
CFO Review
  • Step Name: CFO Review
  • Type: Response Step
  • Item Status: Under Review
  • Assignee Role: CFO
  • Send Emails to Assignees and: Workflow Manager & Item Creator
  • Days to Complete: 5 Calendar Days
  • Responses:
    • If the response is Reject, go to the Rejected step.
    • If the response is Approve, go to the Approved step.
When the aggregate disbursement amount is greater than $100,00.00, the workflow remains in the Under Review status and is automatically assigned to the CFO. Emails are sent to the CFO, Workflow Manager, and Item Creator. The CFO has five (5) days to provide a response. 
Approved
  • Step Name: Approved
  • Step Type: End Step (Successful)
  • Item Status: Approved
  • Send Emails to Assignees and: Workflow Manager & Item Creator
When the Controller or CFO (only if secondary approval was a required condition), an 'Approve' response updates the disbursement's status to Approved. Emails are sent to the Assignees (Controller and CFO), Workflow Manager, and Item Creator. 
Rejected
  • Step Name: Rejected
  • Step Type:  End Step (Unsuccessful)
  • Item Status: Rejected
  • Send Emails to Assignees and: Workflow Manager & Item Creator
When the Controller and/or CFO submit a Reject response, the system updates the disbursement's status to 'Rejected.' Emails are sent to the Assignees (Controller and CFO), Workflow Manager, and Item Creator.

Optional Condition Steps for the Payments Tool

When creating conditional statements for the Payments tool, Workflow Managers have these options:

Payments... Show/Hide  

Condition Definition Example
Disbursement Amount The total amount of the disbursement is greater than the amount set in the workflow.  If the total amount of a disbursement is greater than or equal to $10,000,000.00, route the disbursement to the CFO for approval. 
Highest Invoice Amount The total amount of any project invoice is greater than the amount set in the workflow.  If the amount on any project invoice is greater than $5,000,000.00, route the disbursement to the CFO for approval. 
Highest Retainage Release The total amount of retainage release is greater than the amount set in the workflow.  If the amount of retainage released on an invoice payment is greater than $0.00, route the disbursement to the CFO for approval. 

Configure Workflow Settings

  1. Navigate to the Company level Payments tool. 
  2. Click the Payments Settings icons-settings-gear.png 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. 
    workflow-not-configured.png
    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.
    configure-workflow-template-banner.png
  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. 

Assign a Default Template

  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. 
    set-default-workflow.png

Enable Disbursements

  1. Navigate to the Company level Payments tool. 
  2. Click the Configure Settings icons-settings-gear.png icon. 
  3. Click the Payment Processing tab. 
  4. Click Advanced Settings
  5. On the Advanced Settings page, review the informational statement under Enable Disbursements.
    advanced-settings-enable-disbursements.png 
  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.

Disable Disbursements

  1. Navigate to the Company level Payments tool. 
  2. Click the Configure Settings icons-settings-gear.png icon. 
  3. Click the Payment Processing tab. 
  4. Click Advanced Settings
  5. On the Advanced Settings page, review the informational statement under Disable Disbursements

    advanced-settings-disable-disbursements.png
     
  6. Click Disable Disbursements
    The following confirmation prompt appears. 
    confirm-disable-disbursements.png
  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. 

View Change History

  1. Navigate to the Company level Payments tool. 
  2. Click the Payments Settings icon-settings-gear-android.png 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

    view-change-history.png

    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 (--). 

Enable Lien Waivers

  1. Navigate to the Company level Payments tool. 
  2. Click the Payments Settings icon-settings-gear-android.png 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.png ON
    off.png 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. 

     

Create Templates

  1. Navigate to the Company level Payments tool. 
  2. Click the Payments Settings icon-settings-gear-android.png 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:
    new-lien-waiver-template.png
     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. 

Edit Templates

  1. Navigate to the Company level Payments tool. 
  2. Click the Payments Settings icon-settings-gear-android.png 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. 

        variable-settings-required.png
         
      • 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. 

        variable-settings-replacement.png
  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. 

Delete Templates

  1. Navigate to the Company level Payments tool. 
  2. Click the Payments Settings icon-settings-gear-android.png 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.

    lien-waiver-templates.png
     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 icon-delete-trash6.png 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. 

About the Sub-Tiers Card on a Subcontractor Invoice

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. 

 Tip

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 Projects

  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.

Configure Company Requirements

  1. Navigate to the Company level Payments tool. 
  2. Click the Payments Settings icon-settings-gear-android.png 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:

Available Payment Requirements

Option When ON... When OFF... Learn More
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
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

 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

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
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
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
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
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
Sub-Tiers Tracks signatures on sub-tier lien waivers for the previous invoice. 

Note: Only appears on an invoice when the requirement is enabled on its project. See Enable the Sub-Tiers Card & Add Instructions on Project Invoices.
Doesn't track signatures  Manage Sub-Tier Waivers

View Payment Requirements

Open the Payment Readiness Panel

  1. Navigate to the Company level Payments tool. 
    The Subcontractor Invoices tab is active by default. 
  2. In the Subcontractor Invoices table, locate the invoice. 
  3. Click the icon-info-wfp.png Information icon. 
    This opens the Payment Requirements panel on the right side of the page. 

About the Overview Tab

The Overview tab of the Payment Readiness panel shows the following information. 

payment-readiness-overview.png

The table below describes the elements pictured above. To learn more, see Configure Payment Requirements as a Payor.

Item Description Example (See Above)
Notification Banner If there are any Holds are applied to the invoice, a YELLOW banner appears at the top of the Overview tab above th Summary. Click View Holds. There are one or more holds on this invoice
Company Shows the name of the 'Contract Company' on the commitment.  Earthwork Jim
Project  Shows the name of the Procore project associated with the invoice.  Demo Project
Invoice Includes a hyperlink to the invoice. Clicking this link opens the invoice in the commitment contract using the project's Commitments tool.  SC-018: Invoice #001
Requirements Complete Includes a unit fraction to show the total number of payment requirements complete. See Manage Payment Requirements as a Payor. 1/5 Requirements Complete

Note: The numerator (1) indicates that one requirement is complete. The denominator (5) corresponds to the total number of requirements. To learn more, see View the Invoice Details below. 
Total The total amount, including retainage (if any), for the invoice.  $4,500.00
Invoice Status The current status of the invoice. See What are the default statuses for Procore invoices? Revise and Resubmit
Payment Status The payment status of the invoice: Paid or Unpaid Unpaid
Billing Period The billing period associated with the invoice. See Create Automatic Billing Periods or Create Manual Billing Periods. 12/01/21 - 12/31/21
Requirements Displays the tracking requirements and status of your company's subcontractor invoices. This helps your team determine payment readiness on invoices. To configure the tracking requirements, see Configure Payment Requirements as a Payor. View Payment Requirements
Details The Details card shows the payment requirements and corresponding status for the subcontractor invoice.  Configure Payment Requirements as a Payor

About the Holds Tab

The Holds tab shows the following information. 

payment-requirements-holds.png

The table below describes the features in the Holds tab. To learn more, see  Manage Payment Holds as a Payor.

Label Element Description
Status Icon
  • A YELLOW caution icon indicates a manual hold has been applied to the invoice. 
  • A GREEN checkmark indicates a manual hold has been released.
  • No mark indicates a manual hold has not been placed on the invoice. 
Create Hold Button Click this button to create a new hold.
Release Button Click this button to release an existing hold. 
Edit Button Click this button to modify an existing hold. 
Created By Field Shows the name of the user who created the hold.
Last Modified By Field Shows the name of the user who last updated the hold. 
Description Text Shows any information entered by the person who created or edited the hold. 
Attachments File Shows any attachments added to the hold. Click the file link to download a copy of the file(s). 

About the Subcontractor Invoices Tab

Subcontractor Invoices Table

The key feature in the Subcontractor Invoices tab is the table, which lets you view all of the invoices in your Procore projects that you have been granted permission to see. To learn about the recommended permissions, see What is a Payments Admin? and What is a Payments Disburser?

payments-subcontractor-invoices-tab.png

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 icon-info3.png 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

Create Disbursement

When you select more than one (1) checkbox as pictured above, the Create Disbursement button appears. To learn more, see Create Disbursements.

Manage Rows & Columns

To learn how to manage the rows and columns, see Manage Rows & Columns on the Subcontractor Invoices Tab

Apply Search & Filter Options

To learn how to apply the search and filter options, see Search for and Apply Filters on the Subcontractor Invoices Tab

Export a List

To learn how to export a list of subcontractor invoices, see Export Subcontractor Invoices from the Payments Tool

Apply Search & Filter Options

Search for Subcontractor Invoices

  1. Navigate to the Company level Payments tool. 
  2. Click the Subcontractor Invoices tab.
  3. Enter keywords in the Search icon-search.png field. Then press ENTER or press the TAB key to move the system's focus away from the Search field.
     Tip
    What is the scope of the search? Procore searches these data columns: Invoice #, Beneficiary Name, Project, and Contract No

    payments-search.png
 Notes
  • If matches are found, Procore displays the matching items. 
  • If no matches are found, Procore displays  'No Items Match Your Search' message. 

Apply Filters to the Data Table

  1. Navigate to the Company level Payments tool. 
  2. Click the Subcontractor Invoices tab.
  3. Click Filters to open the Filter panel on the left side of the page.
     Notes
    subcontractor-invoice-filters1.png
     
  4. Choose one or multiple filters:
  5. Press the TAB key or click an area outside the Filters panel to move the system focus. Procore refreshes the page and displays any content matching the filters you applied. 
     Tip

    Need to clear a filter? To clear the table of all filters, click Clear All Filters. To remove a single filter, click the close (x) icon in the BLUE filter bubble. 

  6. Click the Close icon (x) icon in the Filters panel.  The selected filters remain applied when you close the pane. 

Manage Rows & Columns

Manage Filters

To learn how to work with filters, see Search for and Apply Filters on the Subcontractor Invoices Tab.

Manage Table Settings

You can show/hide columns using the Table Settings options in the Payments tool. First, click the Table Settings icon-ag-grid-table-filter.png icon on the top-right side of the data table. This reveals the Table Settings pane on the right side of the web page. To close the pane, click the 'x' in the top-right corner.

open-table-settings.png

Configure Columns

To choose the columns to show and hide, click the Table Settings icon-ag-grid-table-filter.png icon on the top-right side of the table. This reveals the Table Settings pane on the right side of the web page. Under the Configure Columns area, move the toggle to the right to turn the column display ON. Procore's default setting is to show all available columns. To learn about the available columns in each tab, see About the Company Payments Tool.

ag-grid-toggle-table-columns.png

Other options in the Table Settings area include:

  • To hide a specific column, move the toggle to the left. 
  • To show a specific column, move the toggle to the right.
  • To show all of the available columns, click the Show All link. 
  • To close the panel, click the Close (x) icon.

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-ag-grid-table-column-resize.png 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.

ag-grid-resize-table-columns.png

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.

ag-grid-sort-table-columns.png 

Icon Sort Order Additional Information
icon-ag-grid-sort-ascending.png Ascending To reset your columns, hover your cursor over the right side of a column heading until the vertical ellipsis icon-ellipsis-options-menu.png appears. Then choose Reset Columns from the drop-down menu.
icon-ag-grid-sort-descending.png 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 icon-reorder-grip.png and drag it into the desired position.
    ag-grid-reorder-table-grouping-filters.png
  • To remove a single option, click the 'x' next to the option to remove.
    ag-grid-remove-table-grouping-filter.png
  • To apply an available grouping option, click an option highlighted in GRAY.
    ag-grid-apply-table-grouping-filter.png
  • To restore the default settings, click Reset in the drop-down menu.
    ag-grid-reset-table-grouping-filters.png

Overflow Menu

To open a drop-down menu with additional column options, click the vertical ellipsis icon-ellipsis-options-menu.png to reveal an Overflow menu with the options detailed below.

ag-grid-view-more-table-options.png

The Overflow menu includes these options:

Group by Project

To keep data columns in the table organized by Procore project, select the Group by Project option 

Pin Column

To keep data columns in the table from moving when you scroll, you can pin a column to freeze it in place. To do this, hover your cursor over the right side of a column heading unit the vertical ellipsis icon-ellipsis-options-menu.png appears. Next, click the vertical ellipsis icon-ellipsis-options-menu.png and choose Pin Column. Then choose one of these options:

  • To pin a column on the left side of the table, choose Pin Left.
  • To pin a column on the left side of the table, choose Pin Right.
     Tip
    • Procore pins columns to the left or right side of the page in the order columns are pinned.
    • You can rearrange your pinned columns by dragging and dropping a column into the desired position. 
    • You can pin columns to both the left and right side of the table. 
  • To remove all pins, choose No Pin.

Autosize this Column

To automatically set the width of a column to match its contents, click the vertical ellipsis icon-ellipsis-options-menu.png and select the Autosize This Column option from the drop-down menu.

Autosize All Columns

To automatically set the width of all columns in the table to best match the contents, click the vertical ellipsis icon-ellipsis-options-menu.png and select the Autosize All Columns option from the drop-down menu.

Sort By This Column

To automatically set the sort order of the column, click the vertical ellipsis icon-ellipsis-options-menu.png and select Sort By This Column. Then choose one of these options:

  • To sort the table by the selected column listing entries in ascending order, choose Sort Column Ascending
  • To sort the table by the selected column and list entries in descending order, choose Sort Column Descending.
  • To remove the ascending/descending sort order, choose Column Not Sorted.  

Reset Columns

To reset the table's columns to Procore's default settings, hover your cursor over the right side of a column heading until the vertical ellipsis icon-ellipsis-options-menu.png appears. Then click the vertical ellipsis icon-ellipsis-options-menu.png and select the Reset Columns option from the drop-down menu. This resets all of your column settings to the default settings.

Export a List of Invoices

  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.

Create Disbursements

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

Create a Disbursement

 Important
Payment Admins and Disbursers are not permitted to create a disbursement if they were the last approver on any subcontractor invoice in that disbursement.
  1. Navigate to the Company level Payments tool. 
  2. Click the Subcontractor Invoices tab. 
  3. Mark one (1) or more checkboxes to select the unpaid invoices to pay with your disbursement. You can add up to 150 invoice payouts to a disbursement.  
     Tip

    Not sure if an invoice is ready to pay? Use these tips to find out:

  4. Click Create Disbursement.
    create-disbursement-select-invoices-to-pay.png
    This opens the New Disbursement panel on the right side of the page. 
  5. Confirm the invoices and amounts in the Review Invoices list.
     Tips
    • Want to remove an invoice from the disbursement? To learn how, see Remove Subcontrator Invoices from Disbursements as a Payor.
    • Has the invoice met the payment requirements? To see if your company's payment requirements have been met, review the Requirements and Manual Holds under Payment Requirements. 
    • Where is the #3 Authorize step in my new disbursement? If your Procore Pay environment is configured to use a Payments Workflow, the New Disbursement page does not include the #3 Authorize step or a Next button pictured below. To learn about the difference when authorizing disbursements with and without the Workflows tool, see Authorize Disbursements.
    new-disbursement-review-invoices.png
  6. If you are ready to proceed, click Next.
    The Select Funding Account page appears. 
  7. Under Select Funding Account, select the funding account from the drop-down list.
     Caution
    Before clicking the Next or Create Disbursement button to proceed, review the information about authorizing a disbursement. Once authorized, the drawdown request and the payment orders cannot be canceled. 

Authorize a Disbursement

The steps you follow depend on whether the Workflows tool is enabled or disabled in your environment. For instructions, see:


Workflows Enabled: Start the Payments Workflow & Authorize The Disbursement

If the Workflows tool is enabled, the default Payments Workflow configured for your environment starts automatically. An email notification is sent to the workflow step's assignee who must review the disbursement and all associated payments.

 Important
Payment processing for a disbursement cannot be canceled after a disbursement is authorized. To learn how to cancel a disbursement before authorization, see Cancel Disbursements Before Authorization as a Payor.

Complete the Payments Workflow

Assignee(s) must complete all steps in your Payments Workflow before a Payments Admin or Payments Disburser can authorize the disbursement.

 Tips

Authorize the Disbursement

Once the custom workflow steps are approved, you can continue the authorization as follows.

 Important
Payment Admins and Disbursers are not permitted to create a disbursement if they were the last approver on any subcontractor invoice in that disbursement.
  1. In the General tab of the disbursement, the Authorize Payment Order banner if a Payments Workflow has been configured. 

    authorize-payment-order-banner.png
  2. Optional. Depending on your role, start the authorization process as follows:
    • If you are the assignee on the last custom workflow step, the authorization step opens automatically. 
      OR
    • If you are not the assignee on the last custom workflow step, you must click Authorize
      This opens the Authorize page. 
       Tip
      Don't see the Authorize button? If your company's custom Payments Workflow has not been configured, users with the appropriate permissions will see a banner with an option to configure it. See Best Practices for Creating a Payments Workflow and Configure the Settings for a Payments Workflow Template.
  3. Under Drawdown, mark the checkbox to authorize the drawdown instructions.
  4. Under Payments, mark the checkbox to authorize the payment orders. 

    authorize-disbursement-workflows.png
  5. Click Authorize
    Procore Pay issues a required Multi-Factor Authentication challenge to verify the identity of the Payment Disburser authorizing the disbursement. See How does MFA work with Procore Pay and why is it required?

Workflows Disabled: Authorize the Disbursement

If the Workflows tool is disabled, a third 'Authorize' step appears on the New Disbursement page. Only a Payments Admin or Payments Disburser can acknowledge the Drawdown and Payments for the disbursement.

 Important
Payment processing for a disbursement cannot be canceled after a disbursement is authorized. To learn how to cancel a disbursement before authorization, see Cancel Disbursements Before Authorization as a Payor.
 Important
Payment Admins and Disbursers are not permitted to create a disbursement if they were the last approver on any subcontractor invoice in that disbursement.
  1. Under Drawdown, mark the checkbox to authorize the drawdown instructions.
  2. Under Payments, mark the checkbox to authorize the payment orders. 

    authorize-new-disbursement.png
     
  3. Click Authorize
    Procore Pay issues a required Multi-Factor Authentication challenge to verify the identity of the Payment Disburser authorizing the disbursement. See How does MFA work with Procore Pay and why is it required?

Complete the MFA Challenge for a Disbursement

  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.

About the Disbursements Tab

  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

You can filter the table data using these options. 

payments-disbursements-tab-optional-filters.png

An asterisk (*) in the table below indicates this is a default filter. Optional filters are also noted. 

Element Type Description Learn More
Created On * Drop-down list Apply one of these filters to show only those invoices on the list: Last 30 Days, Last 60 Days, Year to Date Create Disbursements
Funding Account * Drop-down list Apply one of these filters to show only those invoices related to the selected funding account. Accounts are managed by a Payments Admin.  Manage Bank Accounts
Workflow Status Drop-down list This list only appears if your team has enabled the Payments tool to configure a Payments workflow. Apply one of these filters to show only those invoices in the corresponding workflow status. To learn about statuses, see What are the default statuses for a disbursement in a Payments Workflow for Procore Pay? Best Practices for Creating a Payments Workflow

Default Columns

This illustration below shows you the location of the columns in the Disbursements tab. To learn more, see Create Disbursements

company-payments-disbursement-columns.png

This table details the default columns in the disbursements table. 

Element Type Description Learn More...
Disbursement No.  Column Shows the number assigned to a disbursement.  Create Disbursements
Funding Account Column Shows the name of the funding bank account that funded the disbursement. Manage Bank Accounts
Aggregate Disbursement Amount Column Show the aggregate disbursement amount. This shows the grand total of all the payment amounts in a single disbursement.  Create Disbursements
Created By Column Shows the name of the Payments Admin who created the disbursement.  Create Disbursements
Created On Column Shows the date the disbursement was created.  Create Disbursements

Optional Columns

This illustration below shows you the location of the optional columns in the Disbursements tab. 

payments-disbursements-tab-optional-filters.png

This table details the optional columns in the disbursements table. 

Element Type Description Learn More...
Workflow Status Column For customers who have enabled the Workflows tool and configured a custom Payments workflow, this column reflects the current workflow status of each disbursement. To learn about statuses, see What are the default statuses for a disbursement in a Payments Workflow for Procore Pay? Best Practices for Creating a Payments Workflow

About the Beneficiaries Tab

Beneficiaries Table

The table in the Beneficiaries tab lets Payments Admins and Payments Beneficiary Approvers manage your payee's beneficiary accounts

tab-beneficiaries.png

Table Elements

This table details the default columns. 

Column   Description Learn More
Resend Button Click this button to resend an invite to join Procore Pay to the invoice contact of the subcontracting company. This button is available for each 'Beneficiary Name' in the 'Invite Sent & Onboarding Not Initiated' status group. -
Remind Button Click this button to send an email reminder to the invoice contact for the subcontracting company to add their bank account information to Procore Pay. This button is available for each 'Beneficiary Name' in the 'Onboarding in Progress' status group.  -
Manage Button Click this button to open the company's bank account page. The cards in this page include:
  • Bank Account Details. Shows the status of a bank account. If a bank account is in the 'Needs Review' status, the Approve for Payment button appears. 
  • Business Identity Information. Shows how the bank account is represented in these systems: The Directory tool, the Procore Dashboard company profile, and the payee inputted data when the account was linked to Procore Pay.

The Manage button is available for each 'Beneficiary Name' in the 'Onboarding Complete & Needs Review' and 'Ready for Payment' status group. 

Manage Beneficiaries in Procore Pay
Beneficiary Name Field Shows the name of the payee. This corresponds to the 'Contract Company' 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. Edit a Company in the Company Directory
Beneficiary Bank Account Field Shows the beneficiary bank account.  Add a Bank Account as a Payee
Beneficiary Bank Account Status Field Shows the payee's onboarding status to Procore Pay.  What are the default statuses for Procore Pay onboarding?

Table Groups

This table details the groups on the Beneficiaries tab. It also shows the beneficiary account status associated with each group. To learn more, see What are the default statuses for Procore Pay onboarding?

Group Status Description Next Step
Onboarding Complete & Needs Review Needs Review Indicates the payee has completed the required Procore Pay onboarding steps. The beneficiary account is awaiting the payor’s review and approval.  Approve a Beneficiary Bank Account as a Payor
Onboarding Not Started Invite Not Accepted Indicates the payor has sent an invite. Procore Pay is waiting for the payee to start the onboarding process. The payor can re-invite the user to join Procore Pay. See Invite Beneficiaries to Procore Pay.

If you are a payee, see Accept a Procore Pay Invitation as a Payee.
Onboarding Not Complete No Bank Account Indicates the payee has joined Procore Pay, but still needs to add their beneficiary account.  The payor can send a reminder to add a bank account. See Invite Beneficiaries to Procore Pay.

If you are a payee, see Add a Bank Account as a Payee
Ready for Payment Approved Indicates the payor has approved the beneficiary account. The payee is ready to accept invoice payments from the payor with Procore Pay.  If the payee has submitted invoices that are ready to pay, the payor can Create Disbursements

Approve Beneficiary Accounts

  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.