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Procore

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.
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

icon-mindtouch-table-check.png Users can take action with this permission level.

icon-mindtouch-table-check.png 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
Action (Alphabetical) None Read Only Standard Admin

About the Beneficiaries Tab

Web

     

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  • Payments Admin
    OR
  • Payments Beneficiary Approver
Invoice Administrators can invite a payee to join Procore Pay as a beneficiary

About the Disbursements Tab

Web

     

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  • Payments Admin
    OR
  • Payments Disburser
Company Admins can also access the the Subcontractor Invoices tab, but cannot create disbursements.

About the Payments Settings

Web

     

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  • Payments Admin
    OR
  • Payments Disburser
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. 

About the Payments Tool

Web

     

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  • Payments Admin
    OR
  • Payments Disburser

Company Admins can also access the Payments tool, but are limited to accessing Payment Requirements settings in the Payment Requirements tab.

Company Admins can also access the Subcontractor Invoices tab, but cannot create disbursements.

Payments Disbursers can also access the

Payment Beneficiary Approvers can only access the Beneficiaries tab to approve beneficiary bank accounts.

About the Subcontractor Invoices Tab

Web

     

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  • Payments Admin
    OR
  • Payments Disburser

Company Admins can also access the Subcontractor Invoices tab.

Only Payments Admins and Payment Disbursers can create disbursements.

Add Funding Accounts as a Payor

 Web

     

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  • Payments Admin
 

Add a Payments Beneficiary Approver as a Payor

 Web

     

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  • Payments Admin
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

Add Payments Disbursers as a Payor

 Web

     

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  • Payments Admin
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. 

Add or Remove Payments Admins as a Payor

 Web

 

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.

 

 

Approve a Beneficiary Bank Account as a Payor

 Web

     

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  • Payments Admin
    OR
  • Payments Beneficiary Approver
 

Approve or Reject a Disbursement with a Custom Payments Workflow

 Web

     

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  • Payments Disburser
    OR 
  • Payments Admin
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. 

Assign a Default Workflow Template for Procore Pay

 Web

     

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  • Payments Admin
 

Authorize Disbursements

 Web

     

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  • Payments Disburser
    OR
  • Payments Admin
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.

Complete the Transactional MFA Challenge for Disbursements

 Web

 

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  • Payments Disburser
    OR
  • Payments Admin

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  • Payments Disburser
    OR
  • Payments Admin

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  • Payments Disburser
    OR
  • Payments Admin
 

Configure Payment Processing as a Payor

 Web

     

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  • Payments Admin
 

Configure Payment Requirements as a Payor

 Web

     

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  • Payments Admin
Company Admins can also take this action.

Configure the Settings for a Payments Workflow Template

 Web

     

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  • Payments Admin
Users must also have 'Read Only', 'Standard', or 'Admin' level permissions on the Workflows Tool

Create Disbursements

 Web

     

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  • Payments Disburser
    OR
  • Payments Admin
 

Create Lien Waiver Templates

 Web

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Company Admins can also take this action.

Create and Apply a Manual Hold on a Subcontractor Invoice

 Web

     

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  • Payments Disburser
    OR
  • Payments Admin

Company Admins and Invoice Administrators can only create Invoice Holds. For details, see What permissions do you need to manage holds on subcontractor invoices? 

Customize the Payment Controls for Your Active Projects

 Web

     

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  • Payments Admin
 

Deactivate Funding Accounts as a Payor

 Web

     

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  • Payments Admin
 

Delete Lien Waiver Templates

 Web

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Company Admins can also take this action.

Disable Disbursements

 Web

     

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  • Payments Admin
 

Edit Funding Accounts as a Payor

 Web

     

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  • Payments Admin
 

Edit Lien Waiver Templates

 Web

      icon-mindtouch-table-check.png

Company Admins can also take this action.

Edit a Manual Hold on an Invoice from the Payments Tool

 Web

  icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png Users must also be either a Company Admin or a Project Admin to take this action.

Enable Disbursements

 Web

     

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  • Payments Admin
 

Enable or Disable Procore Pay on Your Projects

 Web

     

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  • Payments Admin
 

Enable Lien Waivers in the Company Payments Tool

 Web

     

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  • Payments Disburser
    OR
  • Payments Admin
 

Log in to Procore Pay with Multi-Factor Authentication

 Web

 

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  • Payments Disburser
    OR
  • Payments Admin

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  • Payments Disburser
    OR
  • Payments Admin

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  • Payments Disburser
    OR
  • Payments Admin
 

Manage Project Controls in Bulk

 Web

     

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  • Payments Admin
 

Manage Rows & Columns on the Subcontractor Invoices Tab

 Web

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Preview Lien Waivers on Project Invoices

 Web

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You must also be an invoice administrator.

Locked unconditional lien waivers are only visible after they have been unlocked.

 

Open Invoices in the Payments Tool

 Web

  icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png Users must also have access to the invoice.

Release a Manual Hold on an Invoice from the Payments Tool

 Web

  icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png Users must also be either a Company Admins or a Project Admin to take this action.

Remove Payments Beneficiary Approvers as a Payor

 Web

     

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  • Payments Admin
 

Remove Payments Disbursers as a Payor

 Web

     

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  • Payments Admin
 

Review Sub-Tier Lien Waivers as an Invoice Administrator

 Web

  icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

Search for and Apply Filters on the Subcontractor Invoices Tab

 Web

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Set Up MFA for Procore Pay on Your Device

 Web

 

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  • Payments Disburser
    OR
  • Payments Admin
    OR
  • Payments Beneficiary Approver

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  • Payments Disburser
    OR
  • Payments Admin
    OR
  • Payments Beneficiary Approver

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  • Payments Disburser
    OR
  • Payments Admin
    OR
  • Payments Beneficiary Approver
 

Set a Default Funding Account as a Payor

 Web

     

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  • Payments Admin
 

View Funding Accounts as a Payor

 Web

     

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  • Payments Admin
 

View Payment Requirements as a Payor

 Web

     

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  • Payments Admin
    OR
  • Payments Disburser
 

View the Payment Requirements Change History

 Web

     

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  • Payments Admin
    OR
  • Payments Disburser
 

View Payments Admins and Disbursers as a Payor

 Web

     

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  • Payments Admin
 

View Signed Lien Waivers on Project Invoices

 Web

  icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png

You must also be an invoice administrator.

Locked unconditional lien waivers are only visible after they have been unlocked.

 

View Sub-Tier Information on a Subcontractor Invoice

 Web

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View a Disbursement

 Web

 

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  • Payments Disburser
    OR
  • Payments Admin

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  • Payments Disburser
    OR
  • Payments Admin

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  • Payments Disburser
    OR
  • Payments Admin
 

View a Disbursements List

 Web

 

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  • Payments Disburser
    OR
  • Payments Admin

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  • Payments Disburser
    OR
  • Payments Admin

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  • Payments Disburser
    OR
  • Payments Admin
 

View the Payments Tool Change History

 Web

     

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  • Payments Admin
 

Commitments Tool

Show/Hide Permissions  

Permissions
 Important

Permissions for these actions are set in the Company level Permissions tool.

icon-mindtouch-table-check.png 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
Action (Alphabetical) Read Only Standard Admin Read Only Standard Admin

Add Sub-Tier Subcontractor Information to Commitments

 Web

          icon-mindtouch-table-check.png  

Add Sub-Tier Information for a Subcontractor Invoice

 Web

      icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

Create and Apply a Manual Hold on an Invoice from the Commitments Tool

 Web

icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png     icon-mindtouch-table-check.png  

Edit a Manual Hold on an Invoice from the Commitments Tools

 Web

icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png     icon-mindtouch-table-check.png  

Enable Lien Waivers and Set Default Templates on Projects

 Web

          icon-mindtouch-table-check.png  
Enable Sub-Tier Waivers on Subcontractor Invoices as an Invoice Administrator

 Web

          icon-mindtouch-table-check.png  

Generate Lien Waivers on Project Invoices

 Web

      icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

Invite Beneficiaries to Procore Pay from the Commitments Tool

 Web

          icon-mindtouch-table-check.png  

Manage Contract Compliance Documents & Statuses for a Commitment

 Web

          icon-mindtouch-table-check.png Company Admins and Project Admins can also take this action.

Manage Insurance & Compliance Statuses for a Commitment

 Web

          icon-mindtouch-table-check.png Company Admins and Project Admins can also take this action.

Preview Lien Waivers on Project Invoices

 Web

      icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png

 

Regenerate Lien Waivers on Project Invoices

 Web

        icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

Release a Manual Hold on an Invoice from the Commitments Tool

 Web

icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png     icon-mindtouch-table-check.png  

Send a Request to Unlock a Signed Unconditional Lien Waiver

 Web

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Upload Sub-Tier Waivers to a Subcontractor Invoice as an Invoice Contact

 Web

      icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

View Payment Requirements on a Project Invoice as an Invoice Administrator

 Web

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Payees

Show/Hide Permissions  

Permissions

 Important

icon-mindtouch-table-check.png Users can take the action with this permission level. Users only need ONE of the marked permissions per row to take the action.

How can I tell if I have a free or paid Procore account?

  Free Accounts Paid Accounts In the Payor's Account  
Action (Alphabetical)

System Admin

'Admin' on Company Directory 'Read Only' or higher on Project Commitments Notes

Add a Bank Account as a Payee

 Web

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Deactivate a Bank Account as a Payee

 Web

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Disable Payments as a Payee

 Web

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Edit a Bank Account as a Payee

 Web

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Generate Lien Waivers on Project Invoices

 Web

    icon-mindtouch-table-check.png Users must also be the designated Invoice Contact on the commitment.

Manage Active Procore Pay Agreements as a Payee

 Web

icon-mindtouch-table-check.png icon-mindtouch-table-check.png    

Preview Lien Waivers on Project Invoices

 Web

    icon-mindtouch-table-check.png Users must also be the designated 'Invoice contact' on the commitment.

Review and Accept a Pending Procore Pay Agreement as a Payee

 Web

icon-mindtouch-table-check.png icon-mindtouch-table-check.png    

Regenerate Lien Waivers on Project Invoices

 Web

    icon-mindtouch-table-check.png  

Search and Filter Payments as a Payee

 Web

icon-mindtouch-table-check.png icon-mindtouch-table-check.png    

Send a New Invoice as an Invoice Contact Using Procore Pay

 Web

    icon-mindtouch-table-check.png Users must also be the designated Invoice Contact on the commitment.

Send a Request to Unlock a Signed Unconditional Lien Waiver

 Web

    icon-mindtouch-table-check.png Users must also be the designated Invoice Contact on the commitment.

Set Up Procore Pay as a Payee

 Web

icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png Users with 'Read Only' access or higher on the Commitments tool must also be the designated Invoice Contact on the commitment.

Sign Lien Waivers on Project Invoices

 Web

    icon-mindtouch-table-check.png Users must also be the designated Invoice Contact on the commitment.

Unlock a Signed Unconditional Lien Waiver as an Invoice Contact

 Web

    icon-mindtouch-table-check.png Users must also be the designated Invoice Contact on the commitment.

View Bank Accounts as a Payee

 Web

icon-mindtouch-table-check.png icon-mindtouch-table-check.png    

View Payment Requirements as an Invoice Contact

 Web

    icon-mindtouch-table-check.png Users must also be the designated Invoice Contact on the commitment.

View Signed Lien Waivers on Project Invoices

 Web

    icon-mindtouch-table-check.png Users must also be the designated Invoice Contact on the commitment.

View the Payments Dashboard as a Payee

 Web

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View the Payments List as a Payee

 Web

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*Goldman Sachs Transaction Banking services are provided by Goldman Sachs Bank USA (“GS Bank”) and its affiliates. GS Bank is a New York State chartered bank, a member of the Federal Reserve System, and Member FDIC.