How do I create a new ProPay?

Purpose

This article explains how to create a new ProPay in Protiv.
ProPays are created from jobs or milestones and are used to track performance-based bonuses.

When To Use This

Use this when you need to:

• Create a ProPay for a job

• Set up ProPays for recurring or milestone-based work

• Find jobs that still need a ProPay

• Assign a manager and budget to start tracking bonuses

Before You Start

Before creating a ProPay, make sure:

• The job already exists in Protiv

• The job or milestone is not canceled

• You have permission to create ProPays

• You understand whether the job is recurring or non-recurring

Important rules:

• Non-recurring jobs can only have one ProPay total

• Recurring jobs can have multiple ProPays (one per milestone)

• A milestone can only have one ProPay

Step-by-Step Instructions

Step 1: Find jobs that need a ProPay

Go to the Jobs page.
At the top of the jobs table, find the Has ProPay filter.

• Select No

• This shows only jobs that don’t have a ProPay yet

This is the fastest way to see what still needs to be set up.

Step 2: Open the job

From the list, click the job you want to work on.

Step 3: Start creating the ProPay

Inside the job, choose one of these options.

Option A: From the ProPays tab

• Open the ProPays tab

• Click Add ProPay

What happens next:

• Non-recurring job: You’ll see a simple confirmation screen

• Recurring job: You’ll choose which milestones should get ProPays

Option B: From a specific milestone

• Open the Milestones tab

• Find the milestone

• Open the Actions menu

• Click Create ProPay

Step 4: Set up the ProPay

Fill in the required details.

Manager

• Choose who is responsible for this ProPay

Budget

Choose a budget type:

• Hours Budget

• Labor Budget

• Contract Price

Choose how to set the budget:

• Enter it manually

• Use the job’s budget

  • Keep it the same

  • Increase it

  • Decrease it

Step 5: Create the ProPay

Review the details.

If everything looks right, click Create ProPay.
You’ll see a confirmation once it’s created.

Examples

• Filtering jobs by Has ProPay = No and creating ProPays one by one

• Creating a single ProPay for a one-time job

• Creating milestone-based ProPays for recurring work

Common Mistakes & How To Fix Them

• I don’t see Add ProPay
  Fix: The job may already have a ProPay or may be non-recurring.

• Create ProPay is disabled on a milestone
  Fix: Make sure the milestone isn’t canceled and doesn’t already have a ProPay.

• Jobs are missing ProPays
  Fix: Use the Has ProPay filter and select No.

• The budget looks wrong
  Fix: Double-check whether it was entered manually or adjusted from the job budget.