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Procore (en-CA)

Create a Payment Schedule

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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). 

If you are using the legacy experience for the Commitments tool, see Create a Payment Schedule. 

 Note

flag-australia.png 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

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

 Notes
  • Access permissions to the Invoicing & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding, or Prime Contracts tool. Procore tool names vary, depending on the language or point-of-view dictionary configured in Procore. See What dictionaries and languages are available in the Procore web application?
  • If you are a collaborator (for example, an invoice contact employed by a company performing work on a project managed in Procore, your ability to perform invoice-related tasks is determined by the Procore company account holder. Settings that the account holder may choose to provide to you include:
    • A Procore User account.
    • Access permissions to the project's Commitments and/or Client Contracts, Funding, or Prime Contracts tool.
    • Membership on the 'Private' list of a specific contract or funding
    • Designated as an 'Invoice Contact' on the contract or funding.

Prerequisites

Steps

  1. Navigate to the project's Invoicing tool.
  2. Click the Subcontractor tab.
  3. In the table, choose one of these options:
    • Locate the invoice that you want to create the payment schedule for. Next, click its Invoice # link to open it. 
      OR
    • Locate the commitment associated with the invoice that you want to create the payment schedule for. Then, click its Contract link to open the commitment. In the commitment, 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. 
  4. Click the Export button and choose the PDF option.
    Example

    The illustration below shows you an example of a payment schedule. 

    payment-schedule-doc-summary.png

    payment-schedule-doc-detail.png