Create a Payment Schedule

Objective

To export a payment schedule for a subcontractor invoice as an invoice administrator.

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
• 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.
• 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:
  • Create a Subcontractor Invoice
  • Bulk Edit a Schedule of Values

Steps

1. Navigate to the Project level Invoicing tool. 
2. Click the Subcontractor tab.
3. Locate the most recent invoice in the Invoice # column. The click the link to open it. 

    Tips

   • You can also open invoices from the Commitments tool. To do this, navigate to the Project level Commitments tool. In the Contracts tab, click the Number link, and then click the Invoices tab. Locate the invoice in the Invoices (Requisitions) table and click the Invoice Position or Invoice # link.  

   • How do I find the most recent 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. In the invoice, click the Export button and choose PDF from the drop-down menu. 

The example below shows a sample payment schedule. 

See Also

• Configure Settings: Commitments
• Create a Subcontractor Invoice