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Submit a Requisition as a Subcontractor

Objective

To submit a requisition as a subcontractor. 

Things to Consider

  • Required User Permission:
    • To submit a requisition whether or not the 'Due Date' for the billing period has passed, 'Admin' level permission on the Commitments tool. This permission is typically assigned to the general contractor.
      OR
    • To submit a requisition before the 'Due Date', 'Standard' level permission on the Commitments tool. This permission is typically assigned to a subcontractor. 
      AND
  • Prerequisites:
  • Additional Information:
    • If you are a subcontractor, look for an email with "has invited you to bill" in the subject line. If you do not have a copy of the email and you know the billing period is open, see Submit from Commitment.

Steps

Submit from Email

  1. If the contractor has issued you an invitation to bill, you'll receive an email notification. Click Do you want to bill this period? to submit your response.
  2. On the Requisition page, choose a response:
    • Click Yes if you want to submit a requisition. Then click Post Response and continue with step 3.
      OR
    • Click No and then click Post Response. (Note: If you change your mind after posting your response, you can update your response to the invitation if the 'Due Date' has not yet passed and the contractor who sent you the invitation has the 'Billing Period' set to 'Open'. To do this, click Do you want to bill this period? again, choose Yes, and then click the Post Response button). 


       
  3. At the Create New Requisition page in Procore, the Period Start, Period End, and Billing Date is pre-filled with what the contractor set. Enter an invoice number, if applicable.
  4. In the Detail section, enter either your percent complete or amount complete for each line item in your original schedule of values. See For Commitments Formatted as Unit Quantity and For Commitments Formatted as Amount Based
  5. Enter the materials presently stored amount. This will be added to the percent complete for each line item. See For Commitments Formatted as Unit Quantity and For Commitments Formatted as Amount Based
  6. In the Approved Commitment Change Orders section, repeat the process for each change order's line items by entering the percent or amount complete for each line item. Any new approved change orders will automatically be added here.
    Note: You can only bill by line item on change orders that have been created after 11/6/2016.
  7. Attach any required backup documentation, such as lien waivers.
    • If the contractor requires the Requisition to be signed, complete the following steps:
      1. Click Save.
      2. Click Export and select PDF.
      3. Sign the PDF.
      4. Return to Procore and select the Summary tab.
      5. Click Edit.
      6. Attach the signed PDF.
  8. If you are not ready to submit to the contractor, click Save. This will set the status of the requisition to "Draft." If you are ready to submit it to the contractor, click Submit for Review. This will set the status of the requisition to "Under Review."
    Note: Once you submit the requisition to the contractor, you will not be able to edit it unless the contractor changes the status to Revise & Resubmit. 

Submit from Commitment

  1. Navigate to the commitment you want to create a requisition for.
  2. Click + Create Requisition.
  3. Complete steps #2-8 above. 

For Commitments Formatted as Unit Quantity

  1. Fill out the following fields for each line items that will be paid for by the requisition:
    • This Period (qty): Enter the quantity for each line item for this period and the dollar value with automatically be calculated.If you prefer to enter a percentage value for work completed instead, enter their percent and the quantity for this period will automatically be calculated.  
  2. If you need to release retainage:
    1. Complete Steps 6 & 7 above.
    2. Click Save.
    3. In the Detail subtab, click Edit.
    4. Released this Period ($): Enter the dollar amount of retainage to be released this period.
    5. Finish Step 8 above.

For Commitments Formatted as Amount Based:

  1. Fill out the following fields for each line items that will be paid for by the requisition:
  • Work Completed (This Period): Enter the dollar amount of work completed in the requisition's pay period. If you prefer to enter a percentage value of work completed instead, click the calculator icon and enter the percentage, and click Save. Procore will automatically translate the percentage of work into the equivalent dollar amount. 
  • Materials Presently Stored: Enter the dollar amount of materials presently stored on the job site or nearby storage facility that were not included in the costs for "Work Completed" (D and E ) columns. Please note that the values entered here will remain in this column on future requisitions until it is manually moved to Work Completed. See How do I bill for Stored Materials? for more information.
  1. If you need to release retainage:
    1. Complete Steps 6 & 7 above.
    2. Click Save.
    3. In the Detail subtab, click Edit.
    4. Released this Period - Work Retainage ($): Enter the dollar value of work retainage to be released this period.
    5. Released this Period - Materials Retainage ($): Enter the dollar value of materials retainage to be released this period.
    6. Finish Step 8 above.
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Last modified
14:43, 18 Aug 2017

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