Table of Contents
This Payments Disburser Guide provides project teams who collect invoices and manage payments with helpful information about how Procore Pay It provides an overview of Procore Pay and includes these topics:
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Pay builds on the existing Project Financials and Invoice Management tools in Procore to streamline the subcontractor invoice payment process and automate the lien waiver exchange.
Only a Payments Admin or a Payments Disburser can Create Disbursements in Procore Pay. Once authorized, a disbursement initiates these actions depending on your service. Payors can choose one (1) of two (2) services:
Click here to view the funds flow.
Click here to view the funds flow.
In Procore Pay, a Payments Disburser is a Procore user granted permission to create and view disbursements in the Company level Payments tool. Because of the sensitive nature of payments, only a Payments Admin can add/remove disbursers.
To learn more about the Payments Disburser role:
There are two (2) steps:
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?
A Payments Disburser should also be an invoice administrator. This ensures they can view all the subcontractor invoices for the appropriate projects. Your Procore Administrator can provide your disburser(s) with invoice administrator access to one project, specific projects, or all projects.
Procore Tool | Required User Permissions | Description | Learn More |
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Project Level Commitments Tools | 'Admin' on the Commitments tool | Assign the user invoice administrator permissions on a project permissions template. | What is an invoice administrator? |
If a Payment Disburser changes the status of a subcontractor invoice to one of the GREEN statuses (for example, 'Approved', 'Approved as Noted', or 'Pending Owner Approval') that disburser is NOT permitted to create a disbursement if the disbursement contains a payment for the approved invoice. Invoice approval and disbursement creation must be performed by two (2) different authorized users.
As a general contractor using Procore Pay, ask your company's Payments Admins about Payments Disbursers. A Payment Admin must assign the Payments Disburser role to a Procore user. See Add Payments Disbursers. Your Procore Administrator can identify your disbursers in the 'Project Team' section on each project's Home page. For details, see Add the Project Team to the Project Home Page.
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.
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:
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... |
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Payments Admin | ||
Payments Disburser | ||
Payments Beneficiary |
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:
To prevent repeated MFA login attempts as part of an attack, designated Procore Pay users are subject to these account lockout settings:
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:
Yes. Every attempted MFA login and its outcome is logged. Records are retained in the log for six (6) years.
Procore Pay is not available in your company's Sandbox account.
Below are tips for troubleshooting common issues with MFA as a Procore Pay user.
Issue | How to troubleshoot... | How to escalate... | For assistance |
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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. 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:
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Contact Payment Operations |
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.
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?
This table details the default columns.
Column | Description | Default Setting | Learn More |
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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 ![]() |
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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 |
When you select more than one (1) checkbox as pictured above, the Create Disbursement button appears. To learn more, see Create Disbursements.
To learn how to manage the rows and columns, see Manage Rows & Columns on the Subcontractor Invoices Tab.
To learn how to apply the search and filter options, see Search for and Apply Filters on the Subcontractor Invoices Tab.
To learn how to export a list of subcontractor invoices, see Export Subcontractor Invoices from the Payments Tool.
Not sure if an invoice is ready to pay? Use these tips to find out:
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.
Click here to view the steps.
Assignee(s) must complete all steps in your Payments Workflow before a Payments Admin or Payments Disburser can authorize the disbursement.
Once the custom workflow steps are approved, you can continue the authorization as follows.
You can filter the table data using these options.
An asterisk (*) in the table below indicates this is a default filter. Optional filters are also noted.
Element | Type | Description | Learn More |
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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 |
This illustration below shows you the location of the columns in the Disbursements tab. To learn more, see Create Disbursements.
This table details the default columns in the disbursements table.
Element | Type | Description | Learn More... |
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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 |
This illustration below shows you the location of the optional columns in the Disbursements tab.
This table details the optional columns in the disbursements table.
Element | Type | Description | Learn More... |
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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 |
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.
The examples below show you the differences between authorized and unauthorized disbursements. To learn more, see Authorize Disbursements.
In the examples below, the Start Workflow and Show/Hide Workflow buttons only appear if your company has implemented a Payments Workflow. See Best Practices for Creating a Payments Workflow.
Before a disbursement is authorized, the General tab contains the Disbursement Details and Invoices cards.
The Disbursement Details card includes this information:
Field | Description |
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Workflow Status | Shows the current approval status of the disbursement. This field only appears when the Company level Workflows tool is enabled in your company's Procore account. To learn about statuses, see What are the default statuses for a disbursement in a Payments Workflow for Procore Pay? |
Aggregate Disbursement Amount | Shows the total sum of all invoice payments for the disbursement. |
Funding Account | Shows the bank account funding the disbursement. |
The Invoices card includes this information:
Field | Description |
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Invoice No. | Click the hyperlink to open each invoice in the Project level Invoicing tool. |
Beneficiary Name | Shows the beneficiary's name for each invoice. |
Project | Shows the project name for each invoice. |
Amount Due | Shows the amount due for each invoice. |
After a disbursement is authorized, the General tab contains the Disbursement Details, Drawdown, and Payments cards.
The Disbursement Details card includes this information:
Field | Description |
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Workflow Status | Shows the current workflow status of the disbursement. This field only appears when the Company level Workflows tool is enabled in your company's Procore account. To learn about statuses, see What are the default statuses for a disbursement in a Payments Workflow for Procore Pay? |
Aggregate Disbursement Amount | Shows the total amount of the disbursement. This is the full sum of all invoice amounts included in the disbursement. |
Funding Account | Shows the account that funded the disbursement. |
The Drawdown card includes this information:
Field | Description |
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Funding Account | Shows the funding account for the drawdown. |
Drawdown Method | Shows the method used to obtain the drawdown. |
Date Initiated | Shows the date the drawdown request was started. |
Drawdown Status | Shows the status of the drawdown request. See What are the default drawdown statuses in Procore Pay? |
Drawdown Amount | Shows the total dollar amount of the drawdown. |
The Payments card includes this information:
Field | Description |
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Procore Check No. | Shows the check number for the invoice payments. |
Procore Invoice No. | Shows the Procore project's invoice number associated with the payment. |
Procore Project | Shows the name of the Procore project associated with the invoice. |
Beneficiary Name | Shows the beneficiary of the payment. This is the 'Contract Company' named in the commitment. |
Beneficiary Bank Account | Shows the beneficiary's bank account information. |
Payment Method | Shows the payment method. |
Date Initiated | Shows the date the payment order was started. |
Payment Status | Shows the status of the payment order. See What are the default payment statuses in Procore Pay? |
Payment Amount | Shows the total dollar amount of the invoice payment. |
Optional. To view user and system actions related to the disbursement, click the Change History tab. The Change History tab keeps track of this information.
Field | Description |
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Date | Shows the date the action occurred. |
Action By | Shows the name of the user who performed the action. |
Changed | Describes the action. |
From | Shows the From value of the action, if applicable. |
To | Shows the To value of the action, if applicable. |
Option | Setting | Description |
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ON |
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OFF |
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If your PDF file contains pre-built form fields, the placeholders for those form fields are NOT imported.
Want to make a field required or include replacement text for blank values? Certain variable placeholders have these options:
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.