Payments - User Permissions
Payments
With Payments, General Contractors (payors) that are using Procore Pay to manage invoice payments, can pay subcontractors (payees) in Procore. Permissions differ based on task, and whether you are a payor or a payee.
Payor
As a payor, permissions to the Payment tool and its settings are managed in the company's Permissions tool. Additionally, there are two (2) supplemental role-based permissions that allow you to take actions within the payments tool. These role-based permissions are either set through a form request, or directly in the Payments tool:
- Payments Admin, which, due to the sensitive nature of payments, is provisioned by Procore after submitting a request.
- Payments Disburser, which is set in the Payments tool by a Payments Admin. See Add Payments Disbursers as a Payor.
- Payments Beneficiary Approver, which is set in the Payments tool by a Payments Admin. See Add Payments Beneficiary Approvers as a Payor.
Payee
As a payee, permissions differ based on whether your company has a free or paid Procore account. See How can I tell if I have a free or paid Procore account?
- For Paid Procore Accounts, users who have 'Admin' level permissions on the company's Directory have access to the Payments tool.
- For Free Procore Accounts, users who have 'System Administrator' permissions for your company's free Procore account have access to the Payments tool.
For both payors and payees, some actions, not specifically related to payments, are accessible through permissions in other tools.
Payors
Payments Tool
Show/Hide Permissions
Permissions
Users can take action with this permission level.
Users can take action with this permission level AND one or more role-based permissions.
Note
To see the Payments tool in your menu, you need to have permissions for Payments set in the company's Permissions tool.
- 'Read Only' level permissions allow you to see the tool and the subcontractor invoices tab. However, you cannot click any links in the subcontractor invoices tab.
- 'Standard' level permissions give you 'Read Only' access and allow users to modify lien waivers and payment requirements via the subcontractor invoices tab.
- 'Admin' level permissions give you the 'Standard' permissions and allow you to see the gear icon for tool settings. However, when you click on settings, you can only see the 'Payment Requirements' tab.
Additionally, users may need supplemental role-based permission in the Payments tool to take action.
- Payments Disburser allows you to see the 'Disbursements' tab.
- Payments Admin gives you the 'Payments Disburser' access. Additionally, you to see the 'Beneficiaries' tab as well as the 'Payments Processing' tab in the tool's settings.
| Permissions Tool | Notes | ||||
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| Action (Alphabetical) | None | Read Only | Standard | Admin | |
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About Holds in Procore Pay |
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Users with permissions on other Procore tools have limited permissions to manage holds in Procore Pay. For details, see Common Questions in About Holds in Procore Pay. | |||
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About the Beneficiaries Tab |
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Invoice Administrators can invite a payee to join Procore Pay as a beneficiary. | |||
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About the Disbursements Tab |
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Company Admins can also access the the Subcontractor Invoices tab, but cannot create disbursements. | |||
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About the Payments Settings |
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Company Admins can also access the Payment Settings page, but are limited to accessing Payment Requirements settings in the Payment Requirements tab. Payment Disbursers are limited to accessing the Payment Requirements settings in the Payment Settings tab. |
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About the Payments Tool |
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Company Admins can also access the Payments tool, but are limited to accessing Payment Requirements settings in the Payment Requirements tab. Payment Beneficiary Approvers can only access the Beneficiaries tab to approve beneficiary bank accounts. |
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About the Subcontractor Invoices Tab |
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Company Admins can also access the Subcontractor Invoices tab. Only Payments Admins and Payment Disbursers can create disbursements. |
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Add Funding Accounts as a Payor |
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Add Payments Beneficiary Approvers as a Payor |
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To be added as a Payments Beneficiary Approver, you must have a user account in the Company level Directory and your account must be added as an employee. The user must also have 'Read Only' level permissions or higher on the Company level Directory tool. | |||
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Add Payments Disbursers as a Payor |
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To be added as a Payments Disburser, you must have a user account in the Company level Directory and your account must be added as an employee. In addition, you must be granted 'Read-Only' level permissions or higher to the Payments tool. | |||
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Add or Remove Payments Admins as a Payor |
You must contact Payment Operations to manage your Payment Admins. |
To request to add a Payments Admin, you must be an authorized signer on your company's transaction banking agreement for Procore Pay. You must also have a user account in the Company level Directory and your account must be added as an employee.
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Add Subcontractor Invoices to a 'Draft' Disbursement |
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Approve a Beneficiary Bank Account as a Payor |
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Approve or Reject a Disbursement with a Custom Payments Workflow |
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Assignees of the disbursement's current workflow step can also take this action with 'Standard' or 'Read Only' on the Company level Admin tool with the optional 'View Complete Workflow History as a Workflow Participant,' 'View Previous Step Only', and 'Can Start Workflows' granular permissions on the company permissions template. | |||
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Assign a Default Workflow Template for Procore Pay |
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Authorize Disbursements |
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To authorize a disbursement with a Payments Workflow, you must be the Workflow Approver on the final workflow step. See Best Practices for Creating a Payments Workflow. | |||
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Cancel Disbursements Before Authorization as a Payor |
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Complete the Transactional MFA Challenge for Disbursements |
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Configure Payment Processing as a Payor |
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Configure Payment Requirements as a Payor |
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Company Admins can also take this action. | |||
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Configure the Settings for a Payments Workflow Template |
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Users must also have 'Read Only', 'Standard', or 'Admin' level permissions on the Workflows Tool. | |||
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Create Disbursements |
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Create Lien Waiver Templates |
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Company Admins can also take this action. |
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Create and Apply a Manual Hold on a Subcontractor Invoice |
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Company Admins and Invoice Administrators can only create Invoice Holds. For details, see What permissions do you need to manage holds on subcontractor invoices? |
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Customize the Payment Controls for Your Active Projects |
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Deactivate Funding Accounts as a Payor |
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Delete Lien Waiver Templates |
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Company Admins can also take this action. |
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Disable Disbursements |
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Edit Funding Accounts as a Payor |
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Edit Lien Waiver Templates |
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Company Admins can also take this action. |
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Edit a Manual Hold on an Invoice from the Payments Tool |
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Users must also be either a Company Admin or a Project Admin to take this action. | |
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Enable Disbursements |
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Enable Procore Pay as a Payor |
Procore assigns an Implementation Project Manager to oversee the Procore Pay implementation process with your team. | ||||
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Enable or Disable Procore Pay on Your Projects |
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Enable Lien Waivers in the Company Payments Tool |
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Export Subcontractor Invoices from the Payments Tool |
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Users also nee invoice administrator permissions on the project to view invoices. | |||
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Log in to Procore Pay with Multi-Factor Authentication |
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Manage Advanced Settings for Payment Processing |
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Manage Business Entities as a Payor |
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Manage Project Controls |
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Manage Project Controls in Bulk |
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Manage Rows & Columns on the Subcontractor Invoices Tab |
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Open Invoices in the Payments Tool |
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Users must also have access to the invoice. | |
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Preview Lien Waivers on Subcontractor Invoices |
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You must also be an invoice administrator. Locked unconditional lien waivers are only visible after they have been unlocked.
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Release a Manual Hold on an Invoice from the Payments Tool |
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Users must also be either a Company Admins or a Project Admin to take this action. | |
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Remove Payments Beneficiary Approvers as a Payor |
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Remove Payments Disbursers as a Payor |
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Review Sub-Tier Lien Waivers as an Invoice Administrator |
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Search for and Apply Filters on the Subcontractor Invoices Tab |
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Set Up MFA for Procore Pay on Your Device |
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Set a Default Funding Account as a Payor |
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View Business Entities & Accounts as a Payor |
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View Funding Accounts as a Payor |
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View Payment Requirements as a Payor |
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View the Payment Requirements Change History |
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View Payments Permissions as a Payor |
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View Signed Lien Waivers on Subcontractor Invoices |
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You must also be an invoice administrator. Locked unconditional lien waivers are only visible after they have been unlocked.
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View Sub-Tier Information on a Subcontractor Invoice |
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View a Disbursement |
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View a Disbursements List |
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View the Payments Tool Change History |
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Admin Tool
Show/Hide Permissions
Permissions
Important
Permissions for these actions are set in the Company level Permissions tool.
Users can take the action with this permission level. If permissions are marked for both tools, a user needs one marked permissions from each section to take the action.
EXAMPLE
To create and apply a manual hold on an invoice from the Commitments tool, users need:
- 'Read Only' level permissions or higher for the Payments tool.
AND - 'Admin' level permissions on the Company level Admin tool.
| Payments Tool | Company Admin Tool | Notes | |||||
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| Action (Alphabetical) | Read Only | Standard | Admin | Read Only | Standard | Admin | |
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Commitments Tool
Show/Hide Permissions
Permissions
Important
Permissions for these actions are set in the Company level Permissions tool.
Users can take the action with this permission level. If permissions are marked for both tools, a user needs one marked permissions from each section to take the action.
EXAMPLE
To create and apply a manual hold on an invoice from the Commitments tool, users need:
- 'Read Only' level permissions or higher for the Payments tool.
AND - 'Admin' level permissions on the project's Commitments tool.
| Payments Tool | Commitments Tool | Notes | |||||
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| Action (Alphabetical) | Read Only | Standard | Admin | Read Only | Standard | Admin | |
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About Holds in Procore Pay |
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Users with 'Admin' level permissions on the Commitments or Payments tools can create, edit, view, or release Invoice Holds. In addition, they can only view Vendor Holds. | ||||
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Accept of Decline an Invite to Bill as an Invoice Contact |
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The payor must designate the user as the Invoice Contact on the commitment. Some payors choose to provide invoice contacts with 'Standard' level permissions on the Commitments tool. It is important to note that providing external collaborators with permissions higher than 'Read Only' level permissions is not recommended by Procore. |
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Add Sub-Tier Subcontractor Information to Commitments |
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Add Sub-Tier Information for a Subcontractor Invoice |
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Configure a Compliance Template in Commitment Settings |
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Create and Apply a Manual Hold on an Invoice from the Commitments Tool |
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Create Contract Compliance Documents for Commitments as an Invoice Administrator |
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Create a Subcontractor Invoice on Behalf of an Invoice Contact |
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Create a New Subcontractor Invoice as an Invoice Contact |
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Use this method if your 'Invite to Bill' is lost or missing (or if you are unsure whether an invoice administrator sent one). Some payors choose to provide invoice contacts with 'Standard' level permissions on the Commitments tool. It is important to note that providing external collaborators with permissions higher than 'Read Only' level permissions is not recommended by Procore. |
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Edit a Manual Hold on a Subcontractor Invoice as a Payor |
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Enable Lien Waivers and Set Default Templates on Projects |
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| Enable Sub-Tier Waivers on Subcontractor Invoices as an Invoice Administrator | |
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Generate Lien Waivers on Subcontractor Invoices |
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Invite Beneficiaries to Procore Pay from the Commitments Tool |
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Manage Contract Compliance Documents & Statuses for a Commitment |
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Company Admins and Project Admins can also take this action. | |||||
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Manage Insurance & Compliance Statuses for a Commitment |
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Company Admins and Project Admins can also take this action. | |||||
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Preview Lien Waivers on Subcontractor Invoices |
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Regenerate Lien Waivers on Subcontractor Invoices |
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Release a Manual Hold on an Invoice from the Commitments Tool |
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Send a New Invoice as an Invoice Contact with Procore Pay |
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Some payors choose to provide invoice contacts with 'Standard' level permissions on the Commitments tool. It is important to note that providing external collaborators with permissions higher than 'Read Only' level permissions is not recommended by Procore. | |||||
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Send a Request to Unlock a Signed Unconditional Lien Waiver |
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Upload Signed Lien Waivers on Subcontractor Invoices |
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Upload Sub-Tier Waivers to a Subcontractor Invoice as an Invoice Contact |
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View Payment Requirements on an a Subcontractor Invoice as an Invoice Administrator |
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Payees
Show/Hide Permissions
Permissions
Important
Users can take the action with this permission level. Users only need ONE of the marked permissions per row to take the action.
| Free Accounts | Paid Accounts | In the Payor's Account | ||
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| Action (Alphabetical) |
System Admin |
'Admin' on Company Directory | 'Read Only' or higher on Project Commitments | Notes |
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Add a Bank Account as a Payee |
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Deactivate a Bank Account as a Payee |
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Disable Payments as a Payee |
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Edit a Bank Account as a Payee |
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Generate Lien Waivers on Subcontractor Invoices |
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Users must also be the designated Invoice Contact on the commitment. | ||
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Manage Active Procore Pay Agreements as a Payee |
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Preview Lien Waivers on Subcontractor Invoices |
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Users must also be the designated 'Invoice contact' on the commitment. | ||
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Review and Accept a Pending Procore Pay Agreement as a Payee |
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Regenerate Lien Waivers on Subcontractor Invoices |
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Search and Filter Payments as a Payee |
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Send a New Invoice as an Invoice Contact Using Procore Pay |
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Users must also be the designated Invoice Contact on the commitment. | ||
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Send a Request to Unlock a Signed Unconditional Lien Waiver |
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Users must also be the designated Invoice Contact on the commitment. | ||
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Set Up Procore Pay as a Payee |
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Users with 'Read Only' access or higher on the Commitments tool must also be the designated Invoice Contact on the commitment. |
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Share Lien Waiver Signature Authority from a Subcontractor Invoice |
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Users must also be the designated Invoice Contact on the commitment. | ||
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Share Lien Waiver Signature Authority from an Email |
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Users must also be the designated Invoice Contact on the commitment. | ||
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Sign Lien Waivers on Subcontractor Invoices |
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Users must also be the designated Invoice Contact on the commitment. | ||
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Unlock a Signed Unconditional Lien Waiver as an Invoice Contact |
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Users must also be the designated Invoice Contact on the commitment. | ||
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Upload Bank Verification Documentation as a Payee |
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View Bank Accounts as a Payee |
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View Payment Requirements as an Invoice Contact |
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Users must also be the designated Invoice Contact on the commitment. | ||
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View Signed Lien Waivers on Subcontractor Invoices |
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Users must also be the designated Invoice Contact on the commitment. | ||
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View the Payments Dashboard as a Payee |
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View the Payments List as a Payee |
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