Payor: Payments Disburser Guide

Pay builds on the existing Project Financials and Invoice Management tools in Procore to streamline the subcontractor invoice payment process and automate the lien waiver exchange. 

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

• A funding request is sent from the deposit account to initiate a drawdown of disbursement funds from the payor's funding account.
• The financial institution executes the drawdown from the payor's funding account into the payor's deposit account.
• The deposit account executes the payment orders in the disbursement. 
• The individual payments in the disbursement are sent to the payee's bank accounts (a.k.a., the beneficiary accounts). 

To learn more about the Payments Disburser role:

• How is the Payments Disburser role assigned to Procore users? 
• Do Payment Disbursers require Multi-Factor Authentication (MFA)? 
• Does a Payments Disburser need additional permissions on Procore's tools? 
• Are there any limitations that Payments Disbursers need to be aware of? 
• Who are my company's Payments Disbursers?

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

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

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

    Tip

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

    Tip

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

      Tip

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

     Important

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

     Tip

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

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

Default Columns

This table details the default columns. 

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

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:

   • Use the Search, Filter, and Group By options to narrow the items in the list. See Manage Rows & Columns on the Subcontractor Invoices Tab and Search for and Apply Filters on the Subcontractor Invoices Tab.
   • Under Payment Requirements, a unit fraction in the Requirements column shows when an invoice has met your company's payment requirements and an icon appears in the Manual Holds column if a hold has been applied. Payments Admins define your company's Payment Requirements (see Manage Payment Requirements as a Payor) and invoice administrators can apply manual holds (see Create and Apply a Manual Hold on an Invoice). Only authorized users can View Payment Requirements. 
4. Click Create Disbursement.
   
   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.
   
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. 

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.

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.

1. Under Drawdown, mark the checkbox to authorize the drawdown instructions.
2. Under Payments, mark the checkbox to authorize the payment orders. 
   
   
    
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?

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.

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

    Tip

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

1. Navigate to the Company level Payments tool. 
2. Click the Disbursements tab. 

    Tip

   Don't see the Disbursements tab? To view this tab, your Procore user account must be assigned the Payments Disburser or Payments Admin role. 
3. In the Disbursements tab, the table lists all the disbursements.
   
   
    
4. In the Disbursement ID column, click a link to open a specific disbursement.

    Tip

   Why do our disbursements have different page layouts? When viewing a disbursement, the information that appears depends on whether the disbursement has been authorized or not.

   • Before it is authorized, the disbursement page includes the Disbursement Details and Invoices cards.
   • After it is authorized, the disbursement page includes the Disbursement Details, Drawdown, and Payments cards. 

1. Navigate to the Company level Payments tool. 
2. Click the Disbursements tab. 

    Tip

   Don't see the Disbursements tab? To view this tab, your Procore user account must be assigned the Payments Disburser or Payments Admin role. 
3. In the Disbursements tab, the table lists all the disbursements.
    
4. Optional. Change the sort order using these options:
   • Created On. Click the button and select one of these options from the drop-down menu:
     • Last 30 days. Shows only the disbursements created in the last thirty (30) days. 
     • Last 60 days. Shows only the disbursements created in the last sixty (60) days. 
     • Year to Date. Shows all of the disbursements created in the past year. 
   • Funding Account. Click the button and select one of your company's funding account options from the drop-down menu.

      Tip

     • How do you add a funding account to the drop-down menu? See Add Funding Accounts.

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

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

   
    

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

    Note

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

      Tip

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

      Note

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

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

        Tip

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

     Note

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

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

      Tip

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

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

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

    Tip

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

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