Field Promax

G702/G703 Billing Workflow

The G702 and G703 are standard AIA (American Institute of Architects) billing forms used in construction. FieldPromax generates these forms automatically from your pay application data and provides a full workflow from draft through payment, including email delivery to your customer or general contractor.

Before you start:

What Is AIA Billing?

AIA billing is a standardized progress billing format used on construction projects. It consists of two companion forms:

  • G702 — Application and Certificate for Payment: A summary showing the overall financial status of the contract, including the original contract sum, change orders, total completed to date, retainage, previous payments, and the current amount due.
  • G703 — Continuation Sheet: A line-item breakdown of the Schedule of Values showing work completed and materials stored for each item, both for the current period and cumulatively.

Together, these forms provide a complete picture of project billing progress that general contractors and project owners expect with every payment request.

How to Access

Navigate to Pay Applications from the main menu → click a contract name → select the Pay Applications tab → expand a pay application accordion or click the pay application to open its full detail page.

The G702 Summary (Pay Application Detail Page)

The G702 summary appears as a two-column grid at the top of the pay application detail page. It displays the following fields:

  • Period To — the billing period end date.
  • Retainage % — the retainage percentage configured on the contract.
  • Original Contract Sum — the total value of original SOV line items.
  • Net Change Orders — the sum of all change order line items.
  • Contract Sum to Date — Original Contract Sum plus Net Change Orders.
  • Total Completed to Date — cumulative work completed and materials stored across all billing periods.
  • This Period Amount — the value of work billed in this specific pay application.
  • % Complete — overall completion percentage.
  • Total Retainage — cumulative retainage withheld, calculated as (Retainage % / 100) multiplied by Total Completed to Date.
  • Less Previous Payments — total of all prior payments received.
  • Current Payment Due — displayed in bold with a divider above it. Calculated as Total Completed to Date minus Total Retainage minus Less Previous Payments.
  • Balance to Finish — remaining contract value including retainage yet to be released.

The G703 Continuation Sheet

Below the G702 summary, the G703 table lists every line item from the Schedule of Values. Columns include:

  • # and Description — the item number and description. Change order items display with CO-01, CO-02 badges.
  • Scheduled Value — the original budgeted amount for this line item.
  • Previous Work — cumulative work billed in prior pay applications.
  • Work This Period — editable when the pay application is in Draft status.
  • Materials Stored — editable when the pay application is in Draft status.
  • Total Completed — Previous Work + Work This Period + Materials Stored.
  • % — per-line-item completion percentage.
  • Balance — Scheduled Value minus Total Completed.
  • Retainage — retainage amount for this line item.

A totals row at the bottom sums all columns. If any line item's total exceeds its scheduled value, the row turns red with an error message, and Save and Submit are disabled until corrected.

Full Billing Workflow

Pay applications follow a four-step status workflow. Each status change requires a confirmation dialog.

  1. Draft — enter or edit Work This Period and Materials Stored values for each line item. Click Save to preserve your entries. When ready, click Submit. The confirmation warns that the pay application will no longer be editable.
  2. Submitted — the pay application is ready for review. Click Approve to move it forward. A confirmation dialog appears.
  3. Approved — the pay application is approved for payment. You have three options:
    • Click Mark Paid to confirm payment has been received. A dialog asks you to confirm payment receipt.
    • Click Send to QuickBooks to create a corresponding invoice in your accounting software (this feature currently displays a "Coming Soon" message).
    • Click Email to send the pay application to the customer or general contractor.
  4. Paid — the billing cycle for this period is complete. You can still click Email to resend the pay application.

Result: Each status transition is tracked with a corresponding badge color: gray for Draft, blue for Submitted, green for Approved, and green for Paid.

Deleting a Pay Application

You can only delete a pay application while it is in Draft status.

  1. Open the pay application detail page or expand the accordion on the contract detail page.
  2. Click the red Delete button.
  3. Confirm the deletion in the dialog — this action cannot be undone.

Result: The pay application is permanently removed and the contract's billing history adjusts accordingly.

Tip: Even if your customer does not require formal AIA billing, using the G702/G703 format provides consistent, professional documentation of progress billing. It also creates a clear audit trail if billing disputes arise later.

Next Steps