Assembling the monthly payment application and its backup
Billing week opens and the same numbers get retyped. The schedule of values comes out of Sage 300 CRE, the prior period column off the G702 signed last month. A stored material line needs a bill of sale behind it before anyone pays for pipe sitting in a yard. Rejections are arithmetic more often than not: a G703 that does not tie to the summary, or retainage held one way on base scope and another on executed changes. Owner portals set the shape, since several want a fixed file name and a notarized statement.
The estimate, the project system and the accounting system each hold a cost code structure, and the mapping between them lives in a spreadsheet maintained by one person.
A project generates a paper chain where each hop is a re-keying. A field condition becomes a time and materials tag, then a potential change order, then a priced request, then an executed change order, then a budget revision, then a line on the next payment application. Every hop is a place the amount can quietly diverge.
- Sage 300 CRE
- Procore
- Excel
- DocuSign
When this is the wrong thing to build
Pick something else if your billing is one lump sum invoice a month with no schedule of values, or the owner uses a portal that refuses machine submission and locks each line once approved. A package built outside that portal only gets keyed in a second time.
The constraint that shapes it
Lien deadlines are statutory, vary by state and by role, and run from a furnishing date rather than from an invoice date. More on how this sector works.
A deadline arrives. The bundle builds itself from what is already there. Read what this shape is, or start from one of these.
- Building a commission disbursement authorization at closing
- Drafting a seller net sheet from a payoff statement
- Building a demand package the adjuster can actually open
- Filling a mandatory form set from the matter record
- Drafting the disbursement statement behind a settlement payment
- Getting the job photos onto the invoice before it sends
- Why did the general contractor reject my G702 over retainage?
- How do I bill stored materials without a bill of sale?
- What backup belongs behind a schedule of values line?
- How do I stop retyping the prior period column every month?
- Can a pay application be built from Sage 300 CRE job cost?
Back to construction and contracting, or see how this is priced and scoped.