Create Disbursements
General Availability in Select Markets (United States)
Procore Pay 
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 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 subcontractor invoices as a Payments Admin or Disburser.
Background
With Procore Pay, only a Payments Admin or Disburser can create disbursements using the 'Subcontractor Invoice' tab in the Company-level Payments tool. A disbursement can handle up to 100 subcontractor invoice payments and saved as a 'Draft' for flexibility. Users can add or remove invoices in 'Draft' status before authorization.
With the Company level Workflows tool, payors can track invoice payment requirements and start a custom payments workflow for review and approval. Without the Workflows tool, Payments Admins or Disbursers verify and authorize payments directly. A Procore Pay disbursement initiates the drawdown request from the funding account and transfers funds to the deposit account to process and execute payment orders.
To receive payments, payees must have a free or paid Procore account and a user with administrator permissions must securely add a verified bank account. For more information, see Get Started: Payee Guides.
Things to Consider
- Required User Permissions
- A single disbursement can handle up to 100 subcontractor invoice payments.
- Invoice payments must be a positive amount. Procore Pay does not support negative invoice payments.
- Payment Admins and Disbursers cannot authorize a disbursement if they are the last approver on any invoice within the disbursement.
Prerequisites
- Payors must complete all steps in Enable Procore Pay as a Payor.
- Payees must complete all steps in Set Up Procore Pay as a Payee.
- Create at least one (1) commitment on a Pay-enabled Procore project. See Create a Commitment.
- Create at least one (1) subcontractor invoice for a commitment and place the invoice into the 'Approved' status. See Create a Subcontractor Invoice.
Steps
Review Invoices
- Navigate to the Company level Payments tool.
- Click the Subcontractor Invoices tab.
Tip
Are invoices ready to pay? Use these tips:
- Under Payment Requirements, a unit fraction in the Requirements column shows if an invoice meets payment requirements and an icon appears in the Manual Holds column if a hold has been applied. Only authorized users can manage and view payment requirements and holds. See Manage Payment Requirements as a Payor and Manage Payment Holds as a Payor.
- Use the Search, Filter, and Group By options to narrow the list. See Manage Rows & Columns on the Subcontractor Invoices Tab and Search for and Apply Filters on the Subcontractor Invoices Tab.
- Select one (1) or more 'Unpaid' invoice(s) by marking the checkbox(es) and click Add to Disbursement.
Note
- If there are existing disbursements in the 'Draft' status:
- To create a new disbursement, click Create New.
- To add the selected disbursements to an existing 'Draft', select it from the menu. See Add Subcontractor Invoices to a 'Draft' Disbursement.
This opens the New Disbursement panel on the right side of the page.Notes
- For payors using a custom payments workflow, the New Disbursement page contains two sub-pages: #1 Review Invoices and #2 Select Funding Account.
- For payors not using a custom Payments workflow, the New Disbursement page also contains a #3 Authorize sub-page.
- If there are existing disbursements in the 'Draft' status:
- In the #1 Review Invoices page, confirm the invoices, beneficiaries, project, requirements, holds, and amounts due for each invoice in the disbursement.
- Optional. To remove an invoice, click the
icon. See Remove Subcontractor Invoices from Disbursements as a Payor. - Click Continue and proceed with the Next Step.
Select Funding Account
Your next step depends on whether your company configured a custom payments workflow. See Best Practices for Creating a Payments Workflow.
If you only see the #2 Select Funding Account page, your company implemented a custom payments workflow to streamline approval. Click here for next steps.
- In the #2 Select Funding Account page:
- Funding Account. Select your company's funding account from the drop-down list.
- Disbursement Name. Enter a unique name to help others identify the disbursement. There is a maximum character limit of 50.
- Choose one (1) option:
- To go back to the previous step, click Back.
- To save the disbursement as a 'Draft', click Save as Draft. Procore adds a 'Draft' status to the disbursement for easy identification. To add more invoices to the disbursement, see Add Subcontractor Invoices to a 'Draft' Disbursement.
- If you are ready to pay the invoices in the disbursement, click Start Workflow.
- Continue with the steps in Workflows Enabled: Start the Payments Workflow & Authorize the Disbursement.
If you see a #3 Authorize page, your company hasn't implemented a custom payments workflow to streamline approval. Click here for next steps.
- In the #2 Select Funding Account page:
- Funding Account. Select your company's funding account from the drop-down list.
- Disbursement Name. Enter a unique name to help others identify the disbursement. There is a maximum character limit of 50.
- Choose one (1) of these options:
- To save the disbursement as a 'Draft', click Save as Draft. Procore adds a 'Draft' status to the disbursement for easy identification. To add more invoices to the disbursement, see Add Subcontractor Invoices to a 'Draft' Disbursement.
- To pay the invoices in the disbursement, click Continue and proceed to Authorize Disbursements.