Table of Contents
This Payor Setup Guide provides companies that have purchased Procore Pay It provides an overview of Procore Pay and shows you how to:
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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.
The Payment Operations team at Procore works with your company's key contacts and technical leads to set up Procore Pay.
Click here to view the steps.
During the initial phase, the Payment Operations team collaborates with your company's key contacts and tech leads to activate Procore Pay in your Procore account:
As the payor, you will be assisted by the Payment Operations team in establishing a deposit account with Procore's banking partner and setting up user access to Procore Pay:
This diagram details the initial Procore Pay setup workflow.
For the next step, Procore assigns a Strategic Product Consultant to work with your company's key contacts and team members to manage your implementation process so you can achieve payment readiness. This phase typically includes payor onboarding and training with your Procore Strategic Product Consultant.
Click here to view the onboarding workflow.
Click here to view the sample training agendas.
To maximize the effectiveness of your company's training session(s), Procore encourages your key contacts and future Procore Pay to share your company's specific goals and target outcomes for Procore Pay with your Procore point of contact and Implementation Project Manager.
For teams interested in an overview of the Company Payments tool:
For teams interested in streamlining lien waiver collection:
For teams interested in managing payment requirements and payment holds:
For teams interested in using the Workflows tool to customize an approval process for Payments:
Your team will work with the Payment Operations team at Procore to complete payment testing. When complete, your Procore Implementation Project Manager discusses lessons learned and works with you to close the implementation project.
Click here to view the steps.
For this step, you'll work with the Payment Operations team at Procore to and Implementation Project Manager to:
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.
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 this role:
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.
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.
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?
At a minimum, a Payments Admin should be provided with the following permissions in Procore.
Procore Tool | Required User Permissions | Description | Learn More |
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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 |
As a payor using Procore Pay, ask your company's Procore Administrator or your company's authorized signer about your Payments Admins.
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.
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.
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?
This table details the different types of required bank accounts for Procore Pay.
Account Type | Account Owner | Description | Notes | Learn More |
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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:
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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:
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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:
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To request to open a new deposit account:
When contacting support:
Once your new deposit account is open, you can Add Funding Accounts.
For companies using the ERP Integrations tool:
To protect your company's personal and financial information, verification is required. To learn more, see What is a verified bank account in Procore Pay?
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.
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.
An invoice administrator can invite invoice contacts to set up Procore Pay and add beneficiary accounts.
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.
An invoice administrator can invite invoice contacts to set up Procore Pay and add beneficiary accounts.
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.
Next Step
This sets the account's status to 'Approved', enabling it to receive payments through Procore Pay.
A lien waiver is a legal document signed in exchange for payment that waives the signer's right to file a lien for the amount specified in the waiver. A lien is a legal claim filed by a contractor or supplier against the property. The property is used as collateral to satisfy the debt(s) to the downstream collaborator(s). See What is a downstream collaborator?
In the simplest terms:
An Owner-Builder acting as their own General Contractor on a job or a General Contractor hires you, the specialty contractor, to perform work on a construction project. As the specialty contractor, you possess the right to file a lien against the owner's property until the Owner-Builder or General Contractor pays you for your work. Any subcontractors or suppliers that you hire to perform work or deliver materials on the job site also have the right to file a lien against the property, which serves as collateral for the work and/or materials they provide. A lien waiver signifies that a contractor (a general contractor, a specialty contractor, a subcontractor, and/or a supplier) has released their right to file a lien against the property.
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.
In Procore, an Invoice Administrator is a Procore user who is granted 'Admin' level permissions on the Project level Commitments tool. This user (or group of users) can manage billing periods and configure settings for the Project level Invoicing tool. Because a subcontractor invoice originates in the Commitments tool, invoice administrators can also manage a project's commitments and subcontractor invoices.
To add an invoice administrator to the Project level Commitments tool:
In Procore, an invoice administrator only requires 'Admin' level permissions on the Project level Commitments tool. This allows the user to manage billing periods and configure the Invoicing Settings in the Project level Invoicing tool. Because subcontractor invoices originate in the Commitments tool, invoice administrators can also manage a project's commitments and subcontractor invoices.
What can invoice administrators add or update in Procore?
With 'Admin' level permissions on the Project level Commitments tool, invoice administrators can manage billing periods and configure the Invoicing Settings in the Project level Invoicing tool. Because subcontractor invoices originate in the Commitments tool, invoice administrators can also manage a project's commitments and subcontractor invoices.
Yes. Invoice administrators have permission to designate invoice contacts for subcontractor invoices on a project's commitments. See How do I designate a user as an invoice contact?
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.
A 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).
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.
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.
Option | When ON... | When OFF... | Learn More |
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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 |
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 |
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 |
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 |
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 |
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 |
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Tracks first-tier signatures on unlocked unconditional lien waivers for the commitment's previous invoices. Notes: 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 | An invoice administrator can Send a Request to Unlock a Signed Unconditional Lien Waiver. An unconditional lien waiver can only be unlocked by an invoice contact. See Unlock a Signed Unconditional Lien Waiver as an Invoice Contact. |
Sub-Tier Waivers | Tracks when sub-tier waivers are in the 'Approved' status. This requirement will not exist on projects that has disabled sub-tier waivers. Note: If sub-tier waivers are disabled on a project, this requirement won't appear. See Enable the Sub-Tiers Card & Add Instructions on Project Invoices. |
Doesn't track signatures | Manage Sub-Tier Waivers |
Changes are saved automatically. A GREEN success banner confirms the action.
Depending on your role and permissions settings, you can navigate to a subcontractor invoice from one of these tools:
I am using the Payments tool.
Payment Admins and Payment Disbursers can create, edit, view, and release Invoice or Vendor holds on subcontractor invoices from the Payments tool. They can also manage both types of holds on subcontractor invoices from the Payments tool.
I am using the Commitments tool.
Payment Admins and Payment Disbursers who have been granted invoice administrator permissions can create, edit, view, and release Invoice or Vendor holds on subcontractor invoices from the Commitments tool.
I am using the Invoicing tool.
Payment Admins and Payment Disbursers can create, edit, view, and release Invoice or Vendor holds on subcontractor invoices from the Invoicing tool.
When you see the Holds tab on the subcontractor invoice, continue with the steps in Create and Apply Holds.
After navigating to the Holds tab on the subcontractor invoice, continue with these steps:
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? |
Ready to learn more? |
Ready to learn more? |
Ready to learn more? |
Ready to learn more? |
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? |
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. |
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. |
If you are the designated Workflow Manager for your company's Payments Workflow, learn how to Start a Custom Workflow, Restart a Custom Workflow, or Return a Workflow to a Previous Step. You can also Add Additional Assignees when the existing assignees are unavailable. |
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.
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? |
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Controller Review |
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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 |
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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 |
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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 |
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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 |
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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. |
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. |
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:
If you have created a custom workflow template, the details you configure will be unique to your environment.