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About Holds in Procore Pay

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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.

Table of Contents

Overview

When paying invoices with Procore Pay, payment holds can be imposed on subcontractor invoice payments for a variety of reasons. These include quality issues, such as when delivered work is subpar or warranty support is uncertain. Holds might also be imposed for incomplete work, work not meeting the specified quality level, contract disputes, financial concerns, or compliance issues. 

With Procore Pay, the following users can apply these hold types on subcontractor invoices:

  • Invoice. Payments Admins, Payments Disbursers, Invoice Administrators, and users with 'Admin' level permissions on the Payments tool can create an invoice hold to alert users about a hold on a specific subcontractor invoice. 
  • Vendor. Payments Admins and Payments Disbursers can apply a vendor hold to a subcontractor invoice to alert users to pause payments for all subcontractor invoices associated with a specific subcontractor, supplier, or vendor. 

Prerequisites

Limitations

Please be aware of the following limitations: 

Details

Key features for managing holds in Procore Pay include the ability to:

Configure Procore Pay to prevent invoice payments until holds are released

Users have the option to configure the Payments tool to prevent Procore Pay from paying subcontractor invoices when holds are applied. To do this, a Payments Admin or Company Admin can choose from these configurations: 

  • Required and Prevents Payment. Alerts users when holds are applied to subcontractor invoices and prevents users from creating disbursements to pay those invoices until holds are released. 
  • Required but Allows Payment. Alerts users when holds are applied to subcontractor invoice and allows users to create disbursements to pay those invoices when holds are active.
  • Not Required. Turns the alert feature OFF and doesn't notify users of holds or prevent payments for subcontractor invoices. 

    holds-released-required.png

Create Invoice Holds or Vendor Holds on subcontractor invoices

With Procore Pay, authorized users can create and apply different hold types subcontractor invoices:

Alert users when holds are applied on subcontractor invoices

Procore Pay alerts users about holds with an alert icon in the Manual Holds column of the Subcontractor Invoices tab of the Payments tool. It also alerts users by displaying a banner for users viewing the impacted invoices. 

Example

When holds are applied, Procore Pay shows an alert icon in the Manual Holds column on the Subcontractor Invoices tab of the Payments tool. Users can click the information icon to view the Payment Requirements panel for the invoice. 

click-information-icon.png

In the Payment Requirements panel on a subcontractor invoice, a Holds tab shows any active or historical holds on the invoice. 

  • When configured to use the 'Required and Prevents Payments' setting, a RED information banner appears to notify users about the hold. With this option, Procore Pay requires users to release the hold before allowing invoice payment. 

    prevent-payments-banner.png
  • When configured to use the 'Required but Allows Payments' setting, a YELLOW information banner appears to notify users about the hold. With this option, Procore Pay only alerts users. It doesn't prevent users from paying invoices. 

    hold-notification-only.png

Manage holds on subcontractor invoices from 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 Commitments or Invoicing tool. 

click-information-icon.png

In the Payment Requirements panel on the Payments tool, you can do the following:

Manage holds on subcontractor invoices from the Commitments tool

Payment Admins and Payment Disbursers who have also been granted invoice administrator permissions can create, edit, view, and release Invoice or Vendor holds on subcontractor invoices from the Commitments tool. They can also manage both types of holds on subcontractor invoices from the Invoicing or Payments tool. See Create and Apply a Manual Hold on an Invoice. 

 

 Note

Users granted only Invoice administrator permissions are limited to creating, editing, and releasing Invoice Holds. They are limited to only viewing Vendor Holds on subcontractor invoices using a project's Commitments or Invoicing tool. 

Manage holds on subcontractor invoices from the Invoicing tool

Payment Admins and Payment Disbursers who have also been granted invoice administrator permissions can create, edit, view, and release Invoice or Vendor holds on subcontractor invoices from the Invoicing tool. They can also manage both types of holds on subcontractor invoices from the Commitments or Payments tool. See Create and Apply a Manual Hold on an Invoice. 

 

 Note
Users granted only Invoice administrator permissions are limited to creating, editing, and releasing Invoice Holds. They are limited to only viewing Vendor Holds on subcontractor invoices using a project's Commitments or Invoicing tool. 

Common Questions

Are Vendor Holds automatically applied to new subcontractor invoices? 

Yes. When a vendor hold is applied to a subcontractor's Vendor ID, Procore Pay also applies the hold to all invoices associated with that Vendor ID.

What roles and permissions are required to manage Invoice and Vendor holds on subcontractor invoices?

This table details the permissions needed to manage Invoice Holds and Vendor Holds in Procore Pay. 

  Designated Procore Pay Roles Permissions Level on Procore Tools
Action Payments Admin 1 Payments Disburser 1 'Admin' on Payments 1 'Admin' on Commitments
(Invoice Administrator)		 'Read-Only' or 'Standard' on Commitments 
Create an Invoice Hold :check_mark: :check_mark: :check_mark: :check_mark: :minus:
Edit an Invoice Hold :check_mark: :check_mark: :check_mark: :check_mark: :minus:
View an Invoice Hold :check_mark: :check_mark: :check_mark: :check_mark: :minus:
Release an Invoice Hold :check_mark: :check_mark: :check_mark: :check_mark: :minus:
Create a Vendor Hold :check_mark: :check_mark: :minus: :minus: :minus:
Edit a Vendor Hold :check_mark: :check_mark: :minus: :minus: :minus:
View a Vendor Hold :check_mark: :check_mark: :check_mark: :check_mark: :minus:
Release a Vendor Hold :check_mark: :check_mark: :minus: :minus: :minus:

1 To create, view, or release a hold as a Payments Admin, Payments Disburser, or 'Admin' on Payments, the user must be granted 'Admin' level permissions on the Project level Commitments tool that contains the invoice. 

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