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Procore

Create Disbursements

 General Availability in Select Markets (United States)
flag-us.png Procore Pay icon-external-link.png with payments powered by Goldman Sachs Transaction Banking (TxB)* 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 a new disbursement in the Company level Payments tool to pay invoices. 

Background

A Payments Admin or a Payments Disburser creates a disbursement to request a drawdown from your funding account to pay your company's project invoices. In the Payments tool, a disbursement consists of one or more invoice payments. The drawdown request is the aggregate disbursement amount, which is the sum of all the invoice payments in the disbursement. Each invoice payment in a disbursement is assigned a Procore check number. Each check represents the amount that will be paid to the named beneficiary for the invoice. 

 Important
  • Account verification for Procore Pay is done using a commercially available database/registry of bank account information. Procore Pay stores only the account's Nickname, Bank ID, and Next Check Number entered by your Payments Admin. This provides Payments Disbursers with a method to identify the correct account for transmitting payments. Identifying bank account information is never entered nor stored in Procore Pay or any other Procore product.
  • Account verification is done by an embedded software platform that provides Procore Pay users with an integrated money movement solution with payments powered by Goldman Sachs TxB.

Things to Consider

Prerequisites

Steps

  1. Create a Disbursement
  2. Authorize a Disbursement
  3. Complete the MFA Challenge for a Disbursement

Create a Disbursement

 Important
Payment Admins and Disbursers are not permitted to create a disbursement if they were the last approver on any subcontractor invoice in that disbursement.
  1. Navigate to the Company level Payments tool. 
  2. Click the Subcontractor Invoices tab. 
  3. Mark one (1) or more checkboxes to select the unpaid invoices to pay with your disbursement. You can add up to 150 invoice payouts to a disbursement.  
     Tip

    Not sure if an invoice is ready to pay? Use these tips to find out:

  4. Click Create Disbursement.
    create-disbursement-select-invoices-to-pay.png
    This opens the New Disbursement panel on the right side of the page. 
  5. Confirm the invoices and amounts in the Review Invoices list.
     Tips
    • Want to remove an invoice from the disbursement? To learn how, see Remove Subcontrator Invoices from Disbursements as a Payor.
    • Has the invoice met the payment requirements? To see if your company's payment requirements have been met, review the Requirements and Manual Holds under Payment Requirements. 
    • Where is the #3 Authorize step in my new disbursement? If your Procore Pay environment is configured to use a Payments Workflow, the New Disbursement page does not include the #3 Authorize step or a Next button pictured below. To learn about the difference when authorizing disbursements with and without the Workflows tool, see Authorize Disbursements.
    new-disbursement-review-invoices.png
  6. If you are ready to proceed, click Next.
    The Select Funding Account page appears. 
  7. Under Select Funding Account, select the funding account from the drop-down list.
     Caution
    Before clicking the Next or Create Disbursement button to proceed, review the information about authorizing a disbursement. Once authorized, the drawdown request and the payment orders cannot be canceled. 

Authorize a Disbursement

The steps you follow depend on whether the Workflows tool is enabled or disabled in your environment. For instructions, see:


Workflows Enabled: Start the Payments Workflow & Authorize The Disbursement

If the Workflows tool is enabled, the default Payments Workflow configured for your environment starts automatically. An email notification is sent to the workflow step's assignee who must review the disbursement and all associated payments.

 Important
Payment processing for a disbursement cannot be canceled after a disbursement is authorized. To learn how to cancel a disbursement before authorization, see Cancel Disbursements Before Authorization as a Payor.

Complete the Payments Workflow

Assignee(s) must complete all steps in your Payments Workflow before a Payments Admin or Payments Disburser can authorize the disbursement.

 Tips

Authorize the Disbursement

Once the custom workflow steps are approved, you can continue the authorization as follows.

 Important
Payment Admins and Disbursers are not permitted to create a disbursement if they were the last approver on any subcontractor invoice in that disbursement.
  1. In the General tab of the disbursement, the Authorize Payment Order banner if a Payments Workflow has been configured. 

    authorize-payment-order-banner.png
  2. Optional. Depending on your role, start the authorization process as follows:
    • If you are the assignee on the last custom workflow step, the authorization step opens automatically. 
      OR
    • If you are not the assignee on the last custom workflow step, you must click Authorize
      This opens the Authorize page. 
       Tip
      Don't see the Authorize button? If your company's custom Payments Workflow has not been configured, users with the appropriate permissions will see a banner with an option to configure it. See Best Practices for Creating a Payments Workflow and Configure the Settings for a Payments Workflow Template.
  3. Under Drawdown, mark the checkbox to authorize the drawdown instructions.
  4. Under Payments, mark the checkbox to authorize the payment orders. 

    authorize-disbursement-workflows.png
  5. Click Authorize
    Procore Pay issues a required Multi-Factor Authentication challenge to verify the identity of the Payment Disburser authorizing the disbursement. See How does MFA work with Procore Pay and why is it required?

Workflows Disabled: Authorize the Disbursement

If the Workflows tool is disabled, a third 'Authorize' step appears on the New Disbursement page. Only a Payments Admin or Payments Disburser can acknowledge the Drawdown and Payments for the disbursement.

 Important
Payment processing for a disbursement cannot be canceled after a disbursement is authorized. To learn how to cancel a disbursement before authorization, see Cancel Disbursements Before Authorization as a Payor.
 Important
Payment Admins and Disbursers are not permitted to create a disbursement if they were the last approver on any subcontractor invoice in that disbursement.
  1. Under Drawdown, mark the checkbox to authorize the drawdown instructions.
  2. Under Payments, mark the checkbox to authorize the payment orders. 

    authorize-new-disbursement.png
     
  3. Click Authorize
    Procore Pay issues a required Multi-Factor Authentication challenge to verify the identity of the Payment Disburser authorizing the disbursement. See How does MFA work with Procore Pay and why is it required?

Complete the MFA Challenge for a Disbursement

  1. At the Verify Your Identity page, open your Authenticator app on your mobile device to retrieve your one-time-code. 
     Tip
    Don't have an Authenticator app on your device? To learn more, see Set Up MFA for Procore Pay on Your Device
  2. In the Enter your one-time code box, enter the code provided by the Authenticator app. 
    Note: After 10 failed attempts at completing the MFA challenge, you will be logged out of Procore. You must log in again and successfully pass the MFA challenge at login to be able to navigate back to the disbursement and re-try authorization. 
  3. Click Confirm.

See Also

 

*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.