Create a Payment Schedule

Objective

To create a payment schedule that contains subcontractor claimed amounts, approved amounts and reasons for the difference between claimed and approved amounts.

Background

In Australia and New Zealand, a payment schedule is a legal notice that is served on a claimant in response to a claim for payment. Construction businesses operating in Australia and New Zealand are creating payment schedules to facilitate the invoice approval process, as well as claims of work performed by subcontractors.

In a typical payment schedule workflow, subcontractors submit an invoice for work performed. The general contractor will review the invoice and either approve or reject the amounts that the subcontractor is claiming for work performed. When a payment schedule is created from the invoice, the amounts claimed, amounts approved and reasons for rejected amounts will be noted on the payment schedule form.

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project Commitments tool.
• Requirements:
  • The 'Show Amounts Subcontractors Claim' setting must be enabled in the Invoicing tool. See Configure Settings: Invoicing.
  • For amounts to appear on the payment schedule, subcontractors must enter amounts in the 'Work Completed This Period' and 'Materials Presently Stored' columns on the subcontractor invoice. See Submit an Invoice as a Subcontractor.
• Additional Information:
  • You can configure Procore to automatically notify invoice contacts by email when a subcontractor invoice's status changes to 'Approved'. See Configure Settings: Commitments and What is an invoice contact?
  • You can define custom text which appears in the footer of payment schedule PDFs. See Configure Settings: Commitments.

Prerequisites

• The 'Display Subcontractor Claimed Amounts' option must be enabled in the project's Invoicing tool’s configuration settings. See Configure Settings: Invoicing.
• Complete the steps in Create an Invoice on Behalf of an Invoice Contact or Submit a New Invoice as an Invoice Contact.
• In order for amounts to appear on the payment schedule, subcontractors must enter amounts in the 'Work Completed This Period' and 'Materials Presently Stored' columns of the invoice. See Submit a New Invoice as an Invoice Contact.

Steps

1. Navigate to the project's Commitments tool.
2. Click the Contracts tab.
3. Locate the contract associated with the subcontractor invoice. Then click View.
4. Select the Invoices tab.
5. Perform one of the following steps:
   • Click the PDF icon  on the far right side of the most recent line item.
     OR
   • Click View next to the most recent line item and then on the Invoices screen, select PDF from the Export drop-down list.

     Example

     The illustrations below show the 'Application and Certificate for Payment.' The first page provides a summary and the second page provides line item detail.  
     
     

See Also

• Configure Settings: Commitments
• Submit an Invoice as a Subcontractor