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Payor Guide: Onboarding Your Specialty Contractors to Procore Pay

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Table of Contents

Overview

Considerations

Funds Flow

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 these services:

Procore Pay with Procore Payment Services, Inc.'s Money Transmission Services

Click here to view the funds flow.  

procore-payment-services-inc-funds-flow.png

Procore Pay with Goldman Sachs Transaction Banking (TxB)

Click here to view the funds flow. 

procore-pay-with-gstxb-funds-flow.png

This table details the difference between a funding account and a deposit account: 

Account Type Definition Purpose Learn More
Funding Account A bank account used as the source to withdraw funds for disbursements.  Holds the payor's funds and releases them to the Deposit Account.  What are the different types of bank accounts in Procore Pay?
Deposit Account * Procore Pay initiates a reverse wire from the deposit account to transfer the funds for a disbursement from the funding account to the deposit account.  Receives the withdrawn funds to process and execute the payment orders for a disbursement's subcontractor invoices.

* Procore is a financial technology company, not a bank. Banking services provided by Goldman Sachs Bank USA, a member of the Federal Reserve System and member FDIC. Additional Goldman Sachs Bank USA services may be accessed on its Transaction Banking online platform by visiting https://txb.gs.com/cx/login. Goldman Sachs accounts and services are subject to its terms and conditions.

 Tip
  • Need multiple deposit accounts? Need multiple deposit accounts? To avoid commingling funds and streamline reconciliation, you can open additional deposit accounts during or after Procore Pay implementation. Submit your request to Procore's Payment Operations team.

 

Procore Pay with Commerce Bank

Click here to view the funds flow.  

procore-pay-with-commerce-bank-funds-flow.png

This table details the difference between a funding account and a deposit account: 

Account Type Definition Purpose Learn More
Funding Account A bank account used as the source to withdraw funds for disbursements.  Holds the payor's funds and releases them to the Deposit Account.  What are the different types of bank accounts in Procore Pay?
Deposit Account * Procore Pay initiates a reverse wire from the deposit account to transfer the funds for a disbursement from the funding account to the deposit account.  Receives the withdrawn funds to process and execute the payment orders for a disbursement's subcontractor invoices.

* Procore is a financial technology company, not a bank. Banking services provided by Commerce Bank, an FDIC-insured Missouri bank and trust. Commerce Bank accounts and services are subject to its terms and conditions.

 Tip
  • Need multiple deposit accounts? Need multiple deposit accounts? To avoid commingling funds and streamline reconciliation, you can open additional deposit accounts during or after Procore Pay implementation. Submit your request to Procore's Payment Operations team.

See Also

Paths to Payee

There are two (2) paths that General Contractors can use to onboard their Specialty Contractors to the Procore Pay platform so they can get paid. Here's the breakdown:

Onboarding Path: Invite from Payor

Onboarding starts with a payor, who invites a Specialty Contractor to Procore Pay. Procore Pay sends the invitation to the designated invoice contact, designated within the General Contractor's commitment in a Procore project. The Specialty Contractor then creates a Procore company account, adds their business, bank, and tax details (beneficiary information), and submits this information to Procore Pay for account verification. Once Procore Pay verifies the account, the payor must also approve the beneficiary information. After the payor's approval, the Specialty Contractor is ready to get paid through Procore Pay.

 Important

Is the Specialty Contractor's invoice contact the correct person to set up their Procore company account and add beneficiary information? If the invoice contact for the Specialty Contractor's company lacks authority for these tasks, they are responsible for reassigning it to the appropriate person. See Reassign a Procore Pay Invitation.

procore-pay-onboarding-invite-from-payor.png

Onboarding Path: Initiate Setup from a Commitment

To begin onboarding, a General Contractor provides the Specialty Contractor's invoice contact with access permission to their commitment in the Project level Commitments tool. The invoice contact then initiates the setup process from the Commitments tool, and the system sends an email invitation to start setup.

 Important
Is the Specialty Contractor's invoice contact the correct person to set up their Procore company account and add beneficiary information? If the invoice contact for the Specialty Contractor's company lacks authority for these tasks, they are responsible for reassigning this task to the appropriate person. See Reassign a Procore Pay Invitation.

The Specialty Contractor then creates a Procore company account, adds their business, bank, and tax details (beneficiary information), and submits this information to Procore Pay for account verification. Once Procore Pay verifies the account, the payor must also approve it. After the payor's approval, the Specialty Contractor is ready to get paid using Procore Pay. 

procore-pay-onboarding-initiate-from-commitment.png

Onboarding Steps

Setting up Specialty Contractors to receive payments through Procore Pay is a crucial initial step for streamlining construction payment workflows. This breaks down the essential actions required—from initial platform connection and account setup to bank verification and agreement acceptance—ensuring payees are ready to benefit from faster, more transparent financial exchanges with their payors.

Key Steps

The key steps for onboarding Specialty Contractors as payees in Procore Pay include:

Step Action Purpose Initiated by Completed by (Payee) Completed by (Payor) Notes
1 Receive Invitation or Initiate Setup To connect the Payee's company to the Payor's Procore Pay platform for streamlined payments. Payor or Payee Payee (if initiating) Payor (if sending invitation) Payees can be invited by Payors or Payees with access to the Payor's Commitments tool can initiate setup from a project commitment.
2 Create or Log In to Procore Company Account Establishing or accessing a Procore company account is necessary for using the Procore Pay platform. Payee Payee N/A Payees will either log in to their existing Procore company account or create a new (free or paid) one.
3  Designate Payments Administrator To assign a specific individual within the Payee's company to manage bank account details, Procore Pay Agreements, and payment settings.  Payee Payee (Company/System Administrator initially, then manageable in Procore Payments) N/A Company or System Administrators often receive these permissions by default during initial setup. 
4 Add and Verify Bank Account To securely link the Payee's bank account to receive electronic payments and ensure accuracy. Payee Payee (Payments Administrator) N/A This process includes verification steps for security and accuracy.
5 Review and Accept Procore Pay Agreement To legally authorize Procore Pay to facilitate payments for specific subcontracts between the Payor and Payee. Payee Payee (Payments Administrator) N/A A Procore Pay Agreement must be reviewed and accepted for each subcontract to be paid by a Payor through Procore Pay.

Once onboarded, Procore Pay simplifies the entire payment process for both payors and payees, from submitting invoices to receiving funds, improving teamwork and financial control between general and specialty contractors.

Customize Your Onboarding Message

Since payors typically invite all of their Specialty Contractors to Procore Pay, Procore recommends that the payor's Payments Admin create a customized email message for the system's automated reminders. You can tailor these invitations to send personalized welcome messages or to provide essential contact information. This helps to strengthen relationships, streamline onboarding, and ensure a smoother, more efficient experience for everyone.

Customize Your Onboarding Message

  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 Custom Email Message. 
  5. Move the Enable Custom Message toggle to the right to turn a custom message ON. 
  6. Enter a custom message in the Custom Reminder Message box. For example, include your company's contact information and include the name and phone number of an employee who can answer a Specialty Contractor's questions. 
    custom-email-message.png
  7. Click Preview Example Email to view your custom message.
  8. Click Save Message.  
    The system will apply this message to outgoing invites. Regular reminders are also sent when your Specialty Contractors don't respond, the cadence of reminder messages cannot be modified. 

 

Send an Invite to Join Procore Pay

Once your custom onboarding message is set up, payors can begin inviting their Specialty Contractors to join the Procore Pay platform. When Procore Pay is enabled in Procore, there are three (3) locations for the General Contractor to initiate the invite. The tool you the General Contractor uses depends on the user responsible for sending the invite and their access permissions to Procore or Procore Pay.  

Invite Beneficiaries from the Payments Tool

A Payments Admin or a Payments Beneficiary Approver can invite a beneficiary company to set up Procore Pay and add beneficiary accounts from the Payments tool. 

  1. Navigate to the company's Payments tool. 
  2. On the Beneficiaries tab, click Invite Company. 
  3. In the Invite to Procore Pay prompt, take the following steps under Invite Beneficiary Company:
    • Select the payee's company record from the Company drop-down list. 
    • Select one (1) of the company's employees from the Send Invite To drop-down list. You can invite up to 20 companies.  
       Tip
      • Company already connected? If the connected-icon.png icon and gray banner appears above the Company drop-down list, the company is already connected to the system, the system preselects the company's authorized contacts for you. 
      • Can't find the company or person in the drop-down lists? If a company has already received an invite, they won't appear in this list. If you need to add a new company, see Add a Company to the Company Directory. 
      • Want to invite company contacts in bulk? If so, click the Add Another Company button and repeat the steps above for each company to add. You can invite up to ten (10) companies at a time. 
  4. Click Invite.

An email message with the subject line 'Invitation to Procore Pay' or 'Link Bank Account to Receive Payments' is sent to the invoice contact. The message sent depends on whether the 'Contract Company' on the commitment already has a free or paid Procore account (and also if the company doesn't have a Procore company account). The invoice contact can continue with the next step.

Invite Beneficiaries from the Commitments Tool

An invoice administrator can invite invoice contacts to set up Procore Pay and add beneficiary accounts. 

  1. Navigate to the project's Commitments tool. 
  2. Under the Contracts tab, locate your commitment contract. Then, click the number link to open it.  
  3. Locate the Procore Pay banner.
  4. Based on the button in the banner, take the following steps:
    • Click Set Up Procore Pay.
      1. Select the invoice contact for the 'Contract Company' on the commitment. The invite is sent to this Procore user.
      2. Click Invite.
    • Click Request Bank Account.
      1. Click Request.

An email message with the subject line 'Invitation to Procore Pay' or 'Link Bank Account to Receive Payments' is sent to the invoice contact. The message sent depends on whether the 'Contract Company' on the commitment already has a free or paid Procore account (and also if the company doesn't have a Procore company account). The invoice contact can continue with the next step.

Invite Beneficiaries from the Invoicing Tool

An invoice administrator can invite invoice contacts to set up Procore Pay and add beneficiary accounts. 

  1. Navigate to the project's Commitments tool. 
  2. Under the Contracts tab, locate your commitment contract. Then, click the number link to open it.  
  3. Locate the Procore Pay banner.
  4. Based on the button in the banner, take the following steps:
    • Click Set Up Procore Pay.
      1. Select the invoice contact for the 'Contract Company' on the commitment. The invite is sent to this Procore user.
      2. Click Invite.
    • Click Request Bank Account.
      1. Click Request.

An email message with the subject line 'Invitation to Procore Pay' or 'Link Bank Account to Receive Payments' is sent to the invoice contact. The message sent depends on whether the 'Contract Company' on the commitment already has a free or paid Procore account (and also if the company doesn't have a Procore company account). The invoice contact can continue with the next step.

 

Grant Invoice Contacts Access to Procore

  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.

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.

Payee Actions