Creating Pay Applications

A pay application is a periodic payment request submitted against a contract. For each billing period, you enter the work completed and materials stored for each Schedule of Values line item, and FieldPromax calculates running totals, retainage, and the current payment due automatically.

How to Access

Navigate to Pay Applications from the main menu, then click a contract name to open its detail page. Select the Pay Applications tab.

Creating a New Pay Application

1. On the contract detail page, select the Pay Applications tab.
2. In the inline form at the bottom of the tab, set the Period To date (defaults to today).
3. Optionally enter Notes for this billing period.
4. Click Create.

Result: A new pay application appears as an expandable accordion with an auto-incremented application number (for example, #1, #2, #3) and a Draft status badge in gray. You can only create new pay applications when the contract status is Open.

Entering Work Completed (G703 Table)

Expand the pay application accordion or open the full detail page to access the G703 table. Each row represents a line item from the Schedule of Values with the following columns:

• # — the item number.
• Description — the line item description from the SOV.
• Scheduled Value — the original budgeted amount.
• Previous Work — cumulative work completed and billed in prior pay applications.
• Work This Period — editable field (Draft status only) where you enter the dollar amount of work completed during this billing period.
• Materials Stored — editable field (Draft status only) for the value of materials purchased and stored on site but not yet installed.
• Total Completed — automatically calculated as Previous Work + Work This Period + Materials Stored.
• % — percentage of the scheduled value completed to date.
• Balance — remaining amount on this line item (Scheduled Value minus Total Completed).
• Retainage — retainage withheld on this line item, calculated as (Retainage % / 100) multiplied by Total Completed.

1. For each line item where work was performed, enter the dollar amount in the Work This Period column.
2. If materials were purchased and stored on site, enter the value in the Materials Stored column.
3. Review the calculated columns — they update in real time as you type.

G702 Summary

The G702 summary section (displayed in a two-column grid above the G703 table) provides the high-level financial picture:

• Period To — the billing period end date.
• Retainage % — the retainage percentage from the contract.
• Original Contract Sum — the total original contract value.
• Net Change Orders — the total value of all change order line items.
• Contract Sum to Date — Original Contract Sum plus Net Change Orders.
• Total Completed to Date — cumulative work completed across all pay applications.
• This Period Amount — the total being billed in this pay application.
• % Complete — overall completion percentage.
• Total Retainage — cumulative retainage withheld.
• Less Previous Payments — total payments already received on prior pay applications.
• Current Payment Due — the amount owed for this period, calculated as Total Completed to Date minus Total Retainage minus Less Previous Payments. This value is displayed in bold with a divider above it.
• Balance to Finish — the remaining contract value including retainage yet to be released.

Saving and Submitting

1. Click Save to save your entries while keeping the pay application in Draft status.
2. When you are ready, click Submit to move the pay application from Draft to Submitted.

Result: A confirmation dialog warns that submitted pay applications are no longer editable. After confirming, the status badge changes to Submitted (blue) and the line item fields become read-only.

Status Workflow and Available Actions

Pay applications move through four statuses. The available actions change at each stage:

• Draft (gray badge) — you can Save, Submit, or Delete the pay application.
• Submitted (blue badge) — you can Approve the pay application.
• Approved (green badge) — you can Mark Paid, Send to QuickBooks, or Email the pay application.
• Paid (green badge) — you can Email the pay application.

Next Steps

• G702/G703 Billing — learn the full AIA billing format and the approval-to-payment workflow.
• Contracts & Schedule of Values — manage contracts, SOV line items, and change orders.
• Phases & Budgets — track project-level budgets alongside pay applications.
• Creating Invoices — generate invoices for non-contract billing.