Billing & pay applications

Process subcontractor pay requisitions and bill the owner with standard industry forms.

Subcontractor pay applications

Process a sub’s monthly requisition with an Application-for-Payment cover and Schedule of Values.

  1. Open the commitment’s pay appsOn the Commitments list, use the row actions → Sub pay applications. The drawer shows every requisition against this sub.
  2. Click New pay applicationPick the period. FieldsDesk pre-seeds every commitment line as a row in the schedule of values, so you do not retype anything.
  3. Fill the Schedule of ValuesFor each line, enter work completed this period and any materials stored. Retainage held, prior certificates, and current payment due calculate automatically.
  4. Print the Application for PaymentThe cover sheet renders with the sub’s name, certified amount, retainage, and signature blocks. Save as PDF to send for signature.
  5. Approve and payWhen the signed cover comes back, click Approve, then mark Paid when funds clear — which updates the live pay-requisition trail on the subcontract agreement.

Prime (owner) pay applications

Roll every executed commitment and approved CO into your standard pay application to the owner.

  1. Open Pay ApplicationsProject sidebar → Pay Applications. This is the prime billing module — your invoices to the owner — listing every app from draft through paid.
  2. Click New pay applicationPick the period. FieldsDesk pulls every approved change order and executed commitment line into the schedule of values automatically.
  3. Fill the schedule of valuesEnter work completed this period and materials stored per line. Retainage and previously certified amounts come from prior pay apps — no double-entry.
  4. Generate the applicationThe cover and continuation sheets render together with the current contract sum (including approved COs), retainage, total earned, less previous certificates, and current payment due.
  5. Submit to the architectMark Submitted and the architect gets the package with a one-click certify link. Mark Paid when funds land, and the cash trail updates on the Owner Dashboard.
Tip
Pay-application forms are merged from your company’s template too, so they match the format your owners and architects already expect.
Pay Applications module listing owner pay applications by period with completed amounts, percent complete, and draft/approved/paid status
Owner pay applications from draft through paid, seeded from the budget.