Create a Payment Schedule
Note
The Payment Schedule feature is designed for Procore users in Australia and New Zealand to satisfy the legal requirement to provide claimants with a payment schedule. However, this feature is available for use by all Invoice Management users.
Objective
To create a payment schedule for a subcontractor invoice.
Background
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 downstream collaborators. In a typical payment schedule workflow, downstream collaborators submit invoices for work performed. The upstream collaborator reviews the invoice and approves the amounts on the claim. A payment schedule is then created for the invoice to show the following information:
- Claimed amounts
- All 'Approved' amounts
- Reasons for 'Rejected' amounts
Things to Consider
- Required User Permissions:
- 'Admin' level permissions on the Project level Commitments tool.
- Additional Information:
- To automatically notify an invoice contact by email when an invoice's status changes to 'Approved', see Configure Settings: Commitments.
- To define custom text for the footer on the payment schedule's PDF export file, see Configure Settings: Commitments.
Prerequisites
- Turn the 'Show Amounts Subcontractors Claim' setting ON. See Configure Settings: Invoicing or Configure Settings: Progress Billings.
- Complete the steps in Create a Subcontractor Invoice.
- For amounts to show on a Payment Schedule, amounts must be entered in the 'Work Completed This Period' and 'Materials Presently Stored' columns on the invoice's Schedule of Values. To learn how to enter these amounts, see:
Steps
The steps that you use depend on which experience you are using.
Legacy Content
These steps describe how to create a payment schedule using the legacy experience for the Commitments tool. These steps will only be available for a limited period of time. For details, see Project Financials: Modernized Experience for the Commitments Tool.
- Navigate to the Project level Commitments tool.
- Click the Contracts tab.
- Locate the commitment associated with the invoice that you want to create the payment schedule for.
- Click the commitment's Number link to open it.
- Click the Invoices tab.
- Choose from these options:
- Locate the invoice line item in the table. Then click the PDF
icon on the right side of the line item.
OR - Locate the invoice line item in the table, then click its View button. Click the Export button and choose PDF from the drop-down menu.
- Locate the invoice line item in the table. Then click the PDF
The example below shows you a sample payment schedule.
Limited Release
These steps below describe how to create a payment schedule using the modernized experience for the Commitments tool (see Project Financials: Modernized Experience for the Commitments Tool) and the modernized experience for subcontractor invoices (see Financial Management: New Admin & Collaborator Views for Subcontractor Invoicing).
- Navigate to the Project level Commitments tool.
- Click the Contracts tab.
- Locate the commitment associated with the invoice that you want to create the payment schedule for.
- Click the commitment's Number link to open it.
- Click the Invoices tab.
- Locate the latest invoice in the Invoices (Requisitions) table. The click the Invoice Position or Invoice # link to open it.
Tip
How do I find the latest invoice? Review the values in the Invoice Position column. Each invoice is assigned a number, in the order invoices are created. This column sorts invoices from newest to oldest by default. To change the sort order, click the Overflow menu in the column heading and choose one (1) of the Sort By This Column options. - In the invoice, click the Export button and choose PDF from the drop-down menu.
The example below shows you a sample payment schedule.
Example
The illustration below shows you an example of a payment schedule.
