Add Subcontractor Invoices to a 'Draft' Disbursement

To use the Company level Payments tool to add subcontractor invoices to a 'Draft' disbursement as a Payments Admin, Payments Disburser, or Disbursement Contributor.

Procore Pay's 'Draft' disbursement feature benefits payors by reducing errors and increasing payment accuracy. It serves as a checkpoint, allowing your team to confirm released invoice holds and meet company requirements before authorization. While in 'Draft' status, authorized users can add more subcontractor invoices, enabling accounting teams to collaborate on a single, consolidated disbursement. This reduces funds transfer and banking fees.

A Payments Admin or Payments Disburser can start custom workflows, authorize disbursements, and update an invoice's Payment Amount to issue partial payments. See About Partial Payments with Procore Pay. These users are required to Set Up MFA for Procore Pay on Your Device. Disbursement Contributors are restricted to adding or removing invoices and can only save changes in draft disbursements, so they aren’t required to set up Multi-Factor Authentication.

• Required User Permissions

• Additional Information:

  • A single disbursement can handle up to 100 subcontractor invoice payments.

  • Invoice payments must be a positive amount. Procore Pay does not support negative invoice payments.

  • Disbursement contributors can only save their disbursements as drafts.

  • Payment Admins and Disbursers cannot authorize a disbursement if they are the last approver on any invoice within the disbursement.

• Add Payments Admins as a Payor and Set Up MFA for Procore Pay on Your Device.

• Add Payments Disbursers as a Payor and Set Up MFA for Procore Pay on Your Device.

• Add Disbursement Contributors as a Payor. This role doesn’t require MFA setup.

• Create Disbursements

1. Navigate to the Company level Payments tool.

2. Click the Subcontractor Invoices tab.

3. Select the invoices to add to a disbursement by marking the corresponding Invoice #. check box(es).

4. Click Add to Disbursement and choose the disbursement from the drop-down list.
   This list only includes disbursements in the 'Draft' status.

    Tip

   Want to create a disbursement for the selected invoices? Click Create New. Then see Create Disbursements.

   

5. In the #1 Review Invoices page, do the following:

   • If there are invoices in the disbursement that are ineligible for payment: Show/Hide

     • When the Review Invoices page shows an error message saying there are invoices ineligible for payment, click Show Details to expand the error message and review the details. Click Hide Details to hide the error message. You can address the eligibility issue or click the icon to remove the disbursement to address it later. See Remove Subcontractor Invoices from Disbursements as a Payor.
       
       

   • If you want to issue a partial payment for an invoice: Show/Hide

     • 1. In the Review Invoices card, confirm the list of invoices to be added to the disbursement.

       2. Expand the Amounts column group to review the Net Amount, Paid Amount, Joint Check Amount, Early Pay Fee, Amount Due, and Payment Amount for each invoice.
          
          

       3. (Optional) To issue a partial payment, click the Payment Amount link.
          This opens the Update Payment Amount window.

           Tip

          Want to learn more about partial payments? See About Partial Payments with Procore Pay

       4. Do the following:
          
          

          • Enter an updated amount in the Payment Amount box. Entries must be less than or equal to the Amount Due of the invoice.

          • Enter relevant information about the updated payment in the Notes box.

          • Click Update.

       Procore updates the payment amount for the invoice.

6. Click Continue.
   This opens the Select Funding Account page. You can continue creating the disbursement as described in Create Disbursements.