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View Contract Compliance Documents for Commitments as a Payor

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 General Availability in Select Markets (United States)
flag-us.png Procore Pay icon-external-link.png  is available in the United States. It is designed for General Contractors and Owner-Builders who act as their own General Contractors on a job. Procore Pay extends the Invoice Management icon-external-link.png functionality in the Procore web application to handle the payment process between general and specialty contractors.

Objective

To view contract compliance documents for a commitment as a payor. 

Background

When enabled on a Procore project, Procore Pay adds a 'Compliance' tab to the project's commitments. On a subcontractor invoice, the controls in the 'Contract Compliance Documents' card work with the 'Contract Compliant' setting in the 'Payment Requirements' tab of the Company level Payments tool. This allows your team to track and review the status of the commitment contract's compliance document entries (for example, agreements, bonds, licenses, permits, and more). This helps your team ensure that all documents comply with the contract's requirements before your team releases invoice payments with Procore Pay.

Things to Consider

  • Required User Permissions
  • Additional Information: 
    • To view contract compliance documents as a user with 'Read-Only' or 'Standard' level permissions on the Commitments tool, you must have the permissions detailed in View a Subcontract. 
    • To preview a file attachment in the Details pane of a contract compliance document entry:
      • The user who created or edited the entry must complete the upload by clicking Save.
      • Your web browser must support the file type of the attachment. If the file type is not supported, a Download button appears so you can view it on your computer. 

Prerequisites

Steps

View the Contract Compliance Documents Card

  1. Navigate to the project's Commitments tool. 
  2. In the Contracts tab, locate the commitment to work with.
  3. Click the Number link to open it. 
  4. In the commitment, click the Compliance tab. 
  5. Scroll to the Contract Compliance Documents card.
    Any existing documents and their corresponding statuses appear in the table in the Contract Compliance Documents card. 
Contract Compliance Documents Card

This image shows you the Contract Compliance Documents card.

contract-compliance-documents.png

This table details the elements of the Contract Compliance Documents card.

Element Type Description
Create New Menu Button Available to invoice administrators only. Click this button to add a new compliance document to the commitment contract. See Manage Contract Compliance Documents & Statuses for a Commitment for instructions. 
Compliance Status Status  Procore looks at the status of each listed document to determine the status to show:
  • Compliant. Indicates all listed documents are in a compliant status. 
  • Not Compliant. Indicates one (1) or more listed documents are in a not-compliant status.
Name Field Shows the name entered for the contract compliance document. Click the hyperlink to open the document and view the document details. 
Type Field Shows the selected document type. Selections include Bond, License, Master Agreement, Permit, W-9, and Other.
Status Field Shows the current status set for the document: Compliant or Not Compliant.
Effective Date Field Shows the effective date of the document in the Company or Project Directory. 
Expiration Date Field Shows the expiration date for the document in the Company or Project Directory. The following icons also appear to alert when a document is near or past its expiration date:

expiring-soon.png Expiring Soon. Starts showing 14 days before the expiration date.

expired.png Expired. Starts showing one (1) day after the expiration date.

Note: Invoice administrators have the option to configure expiration notifications to invoice contacts. To learn more, see Create Contract Compliance Documents for Commitments as an Invoice Administrator.
Notes Field Shows any comments about the contract compliance document. 
paperclip.png Icon Shows that the entry has a file attachment. Each compliance document entry can have one (1) attachment. You cannot download attachments by clicking this icon. 
icon-edit2.png Icon Available to invoice administrators only. Hover the mouse cursor over a document row. Then click this icon to place a document into edit mode. This opens the document for viewing and you can edit the information in the Details panel. 
icon-download-cloud.png Icon Hover the mouse cursor over a document row. Then click this icon to download a copy of the document. 
icon-delete-trash6.png Icon Available to invoice administrators only. Hover the mouse cursor over a document row. Then click this icon to permanently remove the document from the list of contract compliance documents. 

View a Contract Compliance Document's Details

  1. Navigate to the project's Commitments tool. 
  2. In the Contracts tab, locate the commitment to work with.
  3. Click the Number link to open it. 
  4. In the commitment, click the Compliance tab. 
  5. Scroll to the Contract Compliance Documents card.
    Any existing documents and their corresponding statuses appear in the table. 
  6. Locate the contract compliance document to view. 
  7. Click the document's Name link to open it.
Contract Compliance Details Page

This image shows you the Contract Compliance Details page. 

details-show-hide-pages.png

This table details the elements of Contract Compliance Details page. If you are an invoice administrator, additional editing options are available. For details, see Edit Contract Compliance Documents for Commitments as an Invoice Administrator.

Element Type Description
Page Preview Frame  If your web browser supports the attachment's file type, a preview of the file appears in the window. If the attachment has multiple pages, you can:
  • Click the Show/Hide pages button on the left side of the window.
  • Enter a page number in the Page control at the bottom of the window to jump to a page.
  • Use the zoom in/out features to adjust the attachment display.

If you web browser doesn't support the attachment's file type, a Download button appears instead of a preview, so you can view the attachment on your computer. 
icon-ellipsis-vertical.png Menu Click the vertical ellipsis to and choose the Download option to download the file attachment to your computer. 
Name Field Shows the name entered for the contract compliance document. Click the hyperlink to open the document and view the document details. 
Type Field Shows the selected document type. Selections include Bond, License, Master Agreement, Permit, W-9, and Other.
Status Field Shows the current status set for the document: Compliant or Not Compliant.
Effective Date Field Shows the effective date of the document in the Company or Project Directory. 
Expiration Date Field Shows the expiration date for the compliance document. The following icons also appear to alert when a document is near or past its expiration date:

expiring-soon.png Expiring Soon. Starts showing 14 days before the expiration date.

expired.png Expired. Starts showing one (1) day after the expiration date.

Note: Invoice Administrators have the option to configure the send expiration notifications to invoice contacts. To learn more, see Create Contract Compliance Documents for Commitments as an Invoice Administrator. 
Notes Field Shows any comments about the contract compliance document. 
Attachment Field Shows a hyperlink for the file attachment and opens the attachment in a Details pane in a separate browser window. 
icon-download-cloud.png Icon Hover the mouse cursor over a document row. Then click this icon to download a copy of the document.