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Pay Applications

Therese Glass
  • Updated

User Personas: Admin | Project Management 

Pay Applications (“Pay Apps”) in eSUB allow you to track, manage, and submit payment requests for work completed on your projects. The Pay Apps module is designed to streamline the process of creating, reviewing, and sending payment applications, including integration with industry-standard forms like the AIA G702. It helps ensure accuracy and consistency across your billing process, allows for real-time tracking of payment statuses, and simplifies coordination between project managers, accounting teams, and clients.

To perform the actions described in this article, a User must have the Pay Applications - General Permissions (all) and Share permissions. If you are an Admin User you can update your permissions by following the steps here: Set Up User Permissions or you may contact an Admin User to adjust your permissions. 

Use the links below to quickly jump to a topic:

View and Manage the Pay Application Logs

Project Pay Application Log

To access the project Pay Apps log:

  1. Select a project
  2. Select Pay Applications on the slide out menu
  3. View Pay App details
    1. Columns: View key details like Pay App Number, Date Created, Due Date, Date Paid, Completed and Stored, Retainage, Amount Due, Amount Paid, Amount Remaining, and Payment Status.
    2. Totals: Totals for each column are displayed at the bottom.

Log Features

Search, Sort, and Filter the Log

  • Use the Search bar at the top of the page to enter your search criteria
  • For pages that appear as tables, use the filter buttons on the header to make your desired sorting/filtering selections
  • For pages that appear as card lists, use the filter button that appears above the card list (next to the Search bar) to make your desired sorting/filtering selections

See the Navigating through the eSUB Fusion Interface article for more guidance.

Download Documents

  1. Select the 3-dot menu in line with the applicable document from the log page, then select View PDF
  2. Select the desired sections and/or attachments to include in the PDF (if applicable) then select Done
  3. If the preview is acceptable, select Download, or select Configure and repeat step 2

See the Document Downloads and Exports article for more guidance.

Export Document Logs

To be able to save your records or for analysis, you can export document logs into CSV. 

blobid0.png Filtering first will save time and make your export cleaner.

Select the Action button and select Export Log. The log file will download into CSV format.

See the Document Downloads and Exports article for more guidance.

Email Documents

  1. Select the 3-dot menu from the log page, then select Email
  2. Compose the email, then select Send

See the Emailing Documents article for more guidance.

Global Pay Application Log

To access the Global Pay Application Log to view Pay Applications across all projects, select the documents icon on the Global Navigation menu. For more information see: Global Documents Log.

Create a Pay Application

Create a Pay App from the Pay Applications log by:

  1. Selecting the Actions button
  2. Selecting Add Pay Application
  3. Filling in the required fields (*) and optional fields as necessary. Fields for general Pay App comments, attaching documents, and internal comments are also available. 

General Pay Application Details

  • Date* - Input the end date for this billing period. (Example: If this pay period is for the month of November the date would be 11/30/XX)
  • Pay App No. - will auto generate if left blank
  • Due Date* - Payment date due
  • Accounting Contact* - Drop down pulling from contacts list
  • Pay App From* - Drop down pulling from contacts list

This Period Calculations

  • Completed & Stored: Dollar amount of work completed and stored this billing period
  • Percentage of Retainage/Retainage: Retainage for this billing period may be entered as a % or a total. The alternate field will auto calculate based on the Completed and Stored value. 
  • Amount Earned Less Retainage: Completed & Stored - Retainage
  • Retainage Due: Manually enter a retainage amount if a partial or full payout is due this billing period
  • Payment Due: Amount due for this Pay App (Completed & Stored - Retainage + Retainage Due)

 

Running Totals

Running totals will populate for each Pay App based on previous Pay App details. Pay Apps preserve their Running Totals as calculated at the time of creation. 

  • Original Contract Amount: Pulled from Project Info Contract Value
  • Net Change by Change Orders: Sum of all approved Change Orders to date 
  • Contract Sum to Date: Original Contract + Net Change by Change Orders
  • Completed & Stored to Date: Total Completed & Stored, including this Pay App
  • Balance to Finish (excluding retainage): Contract Sum to Date - Completed & Stored
  • Retainage to Date: Total calculated Retainage to Date, including this Pay App
  • Retainage Billed to Date: Sum of “Retainage Due” across all Pay Apps
  • Retainage Balance: Retainage to Date - Retainage Billed to Date
  • Total Billed to Date: Completed & Stored to Date - Retainage Balance
  • Paid to Date: Sum of all previous payments
  • Balance to Finish (including retainage): Balance to Finish (excluding retainage) + Retainage Balance

If subsequent changes are made to project contract values, approved COR dates/values, or previous Pay Apps, existing Pay Applications will retain their original Running Totals by design. To update Running Totals in an existing Pay App follow the Edit a Pay Application steps. 

 

Manage Pay Applications

View a Pay Application

From the Pay Applications Log:

  1. Select the 3-dot menu of the associated Pay App
  2. Select View
  3. Review details as necessary

While in the view screen, you may choose to Delete, View PDF, Email, or Edit the document. 

Edit a Pay Application

From the Pay Applications Log:

  1. Select the 3-dot menu of the associated Pay App
  2. Select Edit
  3. Update the necessary fields
  4. Select SAVE then select SAVE PAY APPLICATION to confirm

When you edit a Pay App, after upstream changes to contract values, CORs, or previous Pay Apps are made, the system recalculates Running Totals and displays warning icons showing the differences from the originally saved values. Review these changes carefully, before saving, to ensure they reflect your intended updates.

If you do not see the ability to edit a Pay App, contact an administrator to review your User profile settings. 

Attachments

Click Upload or drag files to attach documents to your Pay App, reorder attachments by dragging, and remove attachments with the ‘X’ icon.

Delete a Pay Application

From the Pay Applications Log:

  1. Select the 3-dot menu of the associated Pay App
  2. Select Delete
  3. Select DELETE on the confirmation modal

If you do not see the ability to delete a Pay App, contact an administrator to review your User profile settings. 

blobid0.png Deleting a document will affect future automatic numbering sequences so it is recommended to reuse a Pay App vs. deleting it. Otherwise, you will have to manually enter the Pay App number to keep number sequencing

Preview a Pay Application

Prior to downloading or emailing a Pay App it is recommended that the file first be previewed to confirm all information is correct and included. To preview a Pay App:

  1. Select the 3-dot menu of the associated Pay App
  2. Select View PDF
  3. Choose the preferred display option (See PDF Display Options)
  4. Select CONFIGURE to choose a different display option or select DONE

In order to accurately populate the Change Order Summary, make sure the COR approved dates are accurate. See: Approving a COR

  • Total changes approved previously by Owner: Equals the sum of all approved CORs through the date of the last Pay App. 
  • Total approved since last PA: Equals the sum of all approved CORs between the end date of the prior pay app and the end date of the current Pay App. 
blobid0.png Should changes be made to the project contract value, approved COR dates/values, or previous Pay Apps, existing Pay Apps will need to be edited and resaved in order for the Running Totals to update correctly.

Download a Pay Application

Once it is determined the previewed Pay App PDF is acceptable (reference Preview a Pay Application), select DOWNLOAD in order to upload the Pay App to an outside source, or send via an external email server. To email the Pay App from eSUB reference Email a Pay Application). 

Email a Pay Application

  1. Select the 3-dot menu of the associated Pay App
  2. Select Email
  3. Fill in To, CC, BCC, Subject, and Comment fields as necessary
  4. Select which attachments to include
  5. Choose the desired display option (See PDF Display Options)
  6. Select SEND

The Activity Tab in Pay App details shows all email activity related to the Pay App. Click to view sent messages and correspondence. For more information see: Project Mailbox.

PDF Display Options

When viewing and emailing a Pay App, you will be provided with 3 different options. They are:

  1. Application and Certificate for Payment
  2. Application and Certificate for Payment, Contractor-Subcontractor Version

  3. Pay Application Details - A standard PDF format similar to other eSUB documents that includes all Pay App details. For an example, see Pay Application Details PDF at the bottom of this article.

     

Frequently Asked Questions

To view FAQs related to Pay Apps, or all other tools, see: Frequently Asked Questions (FAQ)

 

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