Pay Applications

How to create The first pay application

NOTE: scroll down to learn about the NEXT pay applications

  1. Go to the Templates page and Download the Pay Application Template

2. Open the Excel file and Enable Macros

3. Click the “application for payment” worksheet tab

4. Fill out the Owner, Architect and Project information

5. Fill out the application number, the last day of the month you are billing for and the contract date

6. Input the Original Contract Sum

7. If the Owner requires retainage, type in the % amount

8. Click over to the “Continuation Sheet”

9. Input the schedule of values from the signed contract

NOTE: Don’t copy and paste anything (it may mess up the spreadsheet macros)

NOTE: If there is no value for a specific division, leave it blank

10. Input the values per division based on the % of work completed in the “This Period” column

NOTE: If this is a deposit pay application, agree on % amount with the Owner then input the dollar values into “This Period” per division

11. Make sure to save the excel file into the “pay applications” subfolder in the related project folder in Google Drive

12: Click “OK” on the privacy warning

13. Save a copy of this pay app as a PDF by selecting File>Print>Save as PDF

NOTE: Make sure “entire workbook” is selected

14. In the pop up window, select the same folder where you saved the Excel file

NOTE: Change the name of the PDF file to “Pay App #1” or “Pay App #2” etc

Then click “Save”

HOW TO CREATE THE NEXT PAY APPLICATION

  1. Start by opening the PREVIOUS pay application Excel file

2. Then go to the “Application for Payment” ribbon at the top of the excel menu and select “Create Next Pay App”

3. In the pop up menu, save the Excel file in the proper folder structure in Google Drive

4. Open Projects>Project Name>Pay Applications>Pay App #2 (etc)

5. Click “Save”

6. Then in the next pop up menu, fill out the Application #, Period To (the last day of the month you are billing for), Total amount of additive change orders and total amount of deductive change orders (reference Buildertrend for approved change orders)

NOTE: The spreadsheet will automatically transfer the values entered in the “This Period” column from the previous pay application over to the “From Previous Application” column on this pay application

7. Proceed to fill out the “This Period” values for this month’s billing

8. Add in each change order on a separate line below the normal schedule of values and bill for the appropriate value

NOTE: Keep the same CO # and name consistent with what is in Buildertrend

9. Make sure the total approved this month cell is accurate to the value of all of the approved change orders this month. If there are any credits the Owner, add them in the deductions

10. Confirm that all information is accurate and then click File>Print>Save as PDF (same procedure as above)