Create and Apply a Manual Hold on an Invoice

 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 create and apply a manual hold on a subcontractor invoice as a payor. 

Background

With Procore Pay, manual holds can be applied to 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 applied for incomplete work, work not meeting the specified quality level, contract disputes, financial concerns, or compliance issues. Whatever your reason for applying a hold, Procore Pay users can apply these hold types on subcontractor invoices:

When creating a hold, users can also choose to share the hold with an invoice contact. Users can also edit the details of a hold. Once the conditions are satisfied, users can release the hold. 

Things to Consider

Prerequisites

Video

 

Steps

What tool are you using?

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.

 Note
Users 'Admin' level permissions on the Payments tool are limited to creating Invoice holds. For more information, see What roles and permissions are required to manage invoice and vendor holds on subcontractor invoices?
  1. Navigate to the Company level Payments tool. 
  2. Click the Subcontractor Invoices tab. This tab is active by default. 
  3. Locate the invoice for the hold.
  4. Choose one of these options:
    • Click the information icon to open the Payment Requirements panel. 
      OR
    • Click the Invoice # link to open the invoice in the Project level Commitments tool. Then click the Payment Requirements tab. 
  5. Under Payment Requirements, click the Holds tab. 

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. 

 Note
Users granted only Invoice administrator permissions are limited to creating, editing, and releasing Invoice Holds. For more information, see What roles and permissions are required to manage invoice and vendor holds on subcontractor invoices?
  1. Navigate to the Project level Commitments tool. 
  2. Under the Contracts tab, locate the contract in the table. Then, click the Number link to open it.  
  3. In the contract, click the Invoices tab. 
  4. Locate the invoice in the Invoices (Requisitions) table. Then, click the Invoice # link to open it. 
  5. In the invoice, click the Holds tab. 

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. 

 Note
Users granted only Invoice administrator permissions are limited to creating, editing, and releasing Invoice Holds. For more information, see What roles and permissions are required to manage invoice and vendor holds on subcontractor invoices?
  1. Navigate to the Project level Invoicing tool. 
  2. Click the Subcontractor tab, locate the invoice in the table. 
  3. Click the Invoice # link to open it. 
  4. Under Payment Requirements, click the Holds tab. 

When you see the Holds tab on the subcontractor invoice, continue with the steps in Create and Apply Holds.  

Create and Apply Holds

After navigating to the Holds tab on the subcontractor invoice, continue with these steps:

  1. Click Create Hold. 
  2. In the Holds card, enter the following information:
    • Hold Type. Select a hold from the drop-down list.
       Important
      The type of hold you can create depends on your role and permissions. To learn more, see Permissions.
      • Invoice. Apply an Invoice hold to notify users to pause payments for a specific subcontractor invoice.
      • Vendor Hold. Only Payment Admins and Payment Disbursers can apply a vendor hold to an invoice. This alerts users to pause payments on all of the vendor's invoices. 
    • Description. Enter a description for the payment hold. This is a free-form text entry field. 
    • Attachments. Choose from these options:
      • Click the Attach Files button to open the Attach Files window. Then upload the file(s) and click Attach. 
        OR
      • Use a drag-and-drop operation to add one or more file attachments to the manual hold. 
  3. To make the hold information visible to the invoice contact, mark the Make Visible to Subcontractor? check box. 
     Note
    By default, manual holds are not visible to payees. To make them visible, you must mark the 'Make Visible to Subcontractor?' check box. This also means you must grant 'Read Only' or 'Standard' level permissions to your payees on the project's Commitments tool. 
  4. Click Create & Apply. 
    Procore creates the hold and applies it to the selected invoice. This action is logged in the invoice's Change History tab. 

Next Steps

See Also