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This Beneficiary Approver Guide provides users who have designated a Payments Beneficiary Approver with helpful information for setting up Multi-Factor Authentication (MFA) and approving beneficiary bank accounts. |
When using Procore Pay to pay subcontractor invoices, it's recommended that an invoice administrator invite the invoice contact on a commitment to join Procore Pay. Once invited, the invoice contact can then link their bank account and complete the account verification process to receive invoice payments. The account that the payee links to Procore Pay is called a beneficiary account in the Payments tool.
An alternative method for inviting payees to join Procore Pay is also available in the Beneficiaries tab of the Payments tool. With this method, a Payments Admin or Payments Beneficiary Approver invites company contacts to set up Procore Pay and add beneficiary accounts.
After adding a beneficiary account, a Payments Admin or a Payments Beneficiary Approver for the payor must approve the account. Later, as part of the subcontractor invoice process, invoice administrators can invite downstream invoice contacts to submit their invoices in Procore using the Commitments tool.
In Procore Pay, a Payments Beneficiary Approver is a user who has been granted permission to approve and manage beneficiary accounts in the Company level Payments tool. Approving a beneficiary account provides payees with the ability to receive payments.
To learn more about the Payments Beneficiary Approver role:
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.
When using Procore Pay to pay subcontractor invoices, it's recommended that an invoice administrator invite the invoice contact on a commitment to join Procore Pay. Once invited, the invoice contact can then link their bank account and complete the account verification process to receive invoice payments. The account that the payee links to Procore Pay is called a beneficiary account in the Payments tool.
An alternative method for inviting payees to join Procore Pay is also available in the Beneficiaries tab of the Payments tool. With this method, a Payments Admin or Payments Beneficiary Approver invites company contacts to set up Procore Pay and add beneficiary accounts.
After adding a beneficiary account, a Payments Admin or a Payments Beneficiary Approver for the payor must approve the account. Later, as part of the subcontractor invoice process, invoice administrators can invite downstream invoice contacts to submit their invoices in Procore using the Commitments tool.
There are two (2) steps:
A Beneficiary Approver must be granted 'Read Only' level permissions or higher on the Company level Directory tool.
Yes. Users in this role are required 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?
Any Procore user, except a Payments Admin or Payments Disburser, can be granted the Payments Beneficiary Approver role.
As a general contractor using Procore Pay, ask one of your company's Payments Admins about your Payment Beneficiary Approvers. Your Procore Administrator can identify the admins for your team by adding them to the 'Project Team' section on each project's Home page. For details, see Add the Project Team to the Project Home Page.
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.
Authorized Procore Pay users will use these steps to log in to Procore Pay for the first time and enroll their device 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.
Do the following:
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.
This sets the account's status to 'Approved', enabling it to receive payments through Procore Pay.
At the top of the Beneficiaries tab is the Invite Company button. Payments Admins and Payments Beneficiary Approvers can click this button to invite one (1) or more subcontracting company contacts to join Procore Pay. This opens the 'Invite to Procore Pay' panel, which reveals the 'Invite Company Contact' card.
This table details the elements in the 'Invite Company Contact' card.
Element | Type | Description | Learn More |
---|---|---|---|
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Banner | If the ![]() |
Invite Beneficiaries to Procore Pay |
Company | Drop-down list | Select a subcontracting company from the drop-down list. This list populates with company names in the Company Directory. Note: If the ![]() |
Add a Company to the Company Directory |
Send Invite To | Drop-down list | Select the contact from the drop-down list. This list populates with employee names from the subcontracting company's record in the Company Directory. Note: If the ![]() |
Add a User Account to the Company Directory |
Add Another Company | Button | Click this button to send another invite to another subcontracting company and contact. | - |
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Icon | Click this icon to remove the subcontracting company and contact from the invite list. | - |
Invite | Field | Click this button to send the invite(s). | Invite Beneficiaries to Procore Pay |
The table in the Beneficiaries tab lets Payments Admins and Payments Beneficiary Approvers manage your payee's beneficiary accounts.
This table details the default columns.
Column | Type | 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:
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? |
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. |