Create a Payment Schedule from the Progress Billings Tool

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.

 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. 

You can export a payment schedule 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's Commitments tool.

     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 point-of-view dictionary configured in Procore. See What tool names and terms are different in Procore for general contractors, owners, and specialty contractors?
    • 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.
• Additional Information:
  • Procore can automatically notify subcontractors by email when invoices are approved. See Configure Settings: Progress Billings.
  • You can define custom text which appears in the footer of payment schedule PDFs. See Configure Settings: Progress Billings.

Prerequisites

• The 'Display Subcontractor Claimed Amounts' option must be enabled in the project's Progress Billings tool’s configuration settings. See Configure Settings: Progress Billings.
• 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 Progress Billings tool.
2. Click the Subcontractor tab.
3. Click the commitment that you want to issue an invoice for.
4. Click the Invoices tab.
5. Perform one of the following steps:
   • Click the PDF icon  to 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 illustration below shows you an example of a payment schedule. 

     

     

      

See Also

• Configure Settings: Progress Billings
• Submit a New Invoice as an Invoice Contact