User Personas: Admin | Project Manager
Pay Applications, or Pay Apps, are how you track, manage and submit payment requests for work completed on a project. The module handles creating, reviewing and sending them, including industry-standard forms like the AIA G702, and keeps payment status visible so project managers and accounting are working from the same picture.
| This article covers creating Pay Applications Manually, outside the Schedule of Values & Progress Billing workflow. If your project uses a Schedule of Values, your Pay Apps are generated from Progress Billings instead and the steps are different. See SOV & Progress Billing. |
To perform the actions described in this article, you must have the appropriate Progress Billings permissions. See the Permissions table at the end of this article.
Use the links below to jump to a topic:
- View the Pay Application Logs
- Create a Pay Application
- Pay Application Fields and Calculations
- Pay Application Statuses
- Manage Pay Applications
- Preview, Download and Email
- Permissions
- FAQ
View the Pay Application Logs
Project Pay Application Log
- Select a project
- Select Progress Billings on the slide-out menu
- Select the Pay Apps tab
The log shows Pay App Number, Date Created, Due Date, Date Paid, Completed and Stored, Retainage, Amount Due, Amount Paid, Amount Remaining, and Status.
Totals for each column appear at the bottom of the log.
Log Features
Search using the bar at the top of the page. On table views, use the filter buttons in the header to sort and filter. See Navigating Through the eSUB Fusion Interface.
To export the log, select the Action button and select Export Log.
Filter first and the export comes out cleaner. To download or email an individual Pay App, use the 3-dot menu in line with it. See Document Downloads and Exports and Emailing Documents.
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A Pay App generated from a Progress Billing names its source in the Pay Applications log and on the Pay App view, with a link back to that Progress Billing. A manually created Pay App shows a Manually created Pay Application tag in the same place instead. That tag is how you spot, at a glance, which Pay Apps on a job are outside the Progress Billing workflow. |
Global Pay Application Log
To see Pay Apps across all projects, select the documents icon on the global navigation menu, then select Pay Applications. See Global Documents Log.
Create a Pay Application
From the Pay Applications log:
-
Select the Actions button
Selecting the Actions button to create a Pay application. - Select Add Pay Application
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Select Create a Manual Pay Application and confirm
Prompt to confirm creating a manual pay application. - Fill in the required fields, marked with an asterisk, and any optional fields
- Add general comments, attachments and internal comments as needed
| The confirmation step in step 3 is deliberate. The Schedule of Values route is the recommended workflow, so creating a Pay App by hand asks you to confirm that is what you intend. |
| Projects using a Schedule of Values follow sequential billing rules that restrict when Progress Billings and Pay Apps can be created, edited or deleted. Those rules do not apply to manual Pay Apps, but if you are seeing an action blocked or a button disabled, see Progress Billing Rules and Guardrails. |
Pay Application Fields and Calculations
General Details
Field |
What to enter |
Billing Period End Date (required) |
The end date of this billing period. (e.g. For November work, 11/30.) |
Date (required) |
The date the Pay App is created. Defaults to today. |
Pay App No. |
Generates automatically if left blank. |
Due Date (required) |
When the Pay Application is due for submission. |
Accounting Contact (required) |
The external contact who receives the Pay App, typically the GC's accountant. Pulls from Contacts. |
Pay App From (required) |
The internal contact submitting the Pay App. Pulls from Contacts. |
This Period Calculations
Field |
How it works |
Completed & Stored |
Dollar amount of work completed and stored this billing period. |
Percentage of Retainage / Retainage |
Enter either a percentage or a total. The other field calculates from Completed and Stored. |
Amount Earned Less Retainage |
Completed and Stored - Retainage. |
Retainage Due |
Entered by hand when a partial or full retainage payout is due this period. |
Payment Due |
(Completed and Stored - Retainage) + Retainage Due. |
Running Totals
Running Totals populate from previous Pay Apps. Each Pay App preserves the Running Totals as they were calculated when it was created. That is deliberate, and it is the behavior behind most questions about this screen.
Total |
How it is calculated |
Original Contract Amount |
Pulled from the Contract Value on Project Info. |
Net Change by Change Orders |
Sum of all approved Change Orders to date. |
Contract Sum to Date |
Original Contract plus 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 and Stored. |
Retainage to Date |
Total retainage calculated 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 and 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. |
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If you later change:
Then, existing Pay Apps Keep their original Running Totals. They do not recalculate on their own, by design, so a Pay App already submitted still shows the numbers it was submitted with. To bring an existing Pay App up to date you must edit and resave it. See Edit a Pay Application. |
Pay Application Statuses
You do not set the status directly. It updates automatically from the date fields you fill in, so keeping the dates current is what keeps the log honest.
Status |
What triggers it |
| Pay App is in initial default state. Pay App Sent field is blank. | |
| Pay App Sent Date, Releases/Docs, Resubmitted Date or Contact GC Regarding Payment is populated. | |
| Date Returned is populated. Used when a Pay App comes back for edits. Resubmitted Date is blank. | |
| Date Approved is populated. | |
| Payment Date is populated AND Amount Paid is blank or less than the amount due. | |
| Payment Date is populated AND Amount Paid equals the amount due. |
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If a Pay App has both a Date Returned and a Date Approved, the MOST RECENT DATE WINS.
That is what lets you run the normal submit, returned, resubmit, approved cycle without clearing or overwriting earlier dates. |
Manage Pay Applications
View a Pay Application
- Select the 3-dot menu for the Pay App, then select View
- Alternatively, clicking on the Pay Application opens the View mode.
From the view mode you can also Delete, View PDF, Email or Edit the document.
Edit a Pay Application
- Select the 3-dot menu for the Pay App, then select Edit
- Alternatively, select Edit while viewing the Pay Application.
- Update the fields
- Select Save, then Save Pay Application to confirm
If upstream changes have been made to contract values, CORs or previous Pay Apps, editing recalculates the Running Totals and shows warning icons marking every figure that differs from what was originally saved. Read those before saving. They are the system telling you what is about to change, and once you save, the original figures are gone.
If you cannot edit a Pay App, ask an administrator to review your user permissions.
Attachments
Select Upload or drag files onto the Pay App to attach them from your computer, or select Browse Drive to attach files directly from eSUB Drive, Project Drive, or a connected cloud storage account. Drag to reorder, and use the X icon to remove one.
See Document Media & Attachments for more information.
Delete a Pay Application
- Select the 3-dot menu for the Pay App, then select Delete
- Alternatively, select Delete while viewing the Pay Application.
- Select Delete on the confirmation dialog
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Deleting affects future automatic numbering, so reusing a Pay App is usually better than deleting one. If you do delete, expect to enter Pay App numbers manually to keep the sequence intact. If you cannot delete at all, ask an administrator to review your permission settings. |
Preview, Download and Email
Preview a Pay Application
Preview before downloading or emailing, so you catch a wrong figure before the GC does.
- Select the 3-dot menu for the Pay App, then select View PDF
- Choose the display option you want, see PDF Display Options
- Select Configure to change it, or Done
The Change Order Summary on the PDF depends on accurate COR approved dates.
- Total changes approved previously by Owner is the sum of all approved CORs through the date of the last Pay App.
- Total approved since last PA is the sum of approved CORs between the end date of the prior Pay App and the end date of this one.
See Document Downloads and Exports for more information.
Download a Pay Application
Once the preview is acceptable, select Download. Use this when you need the file for an outside system or your own email client. To send from within eSUB Fusion, see Email a Pay Application.
Email a Pay Application
- Select the 3-dot menu for the Pay App, then select Email
- Alternatively, select Email while viewing the Pay Application -or- Email while viewing the PDF.
- Fill in the To, CC, BCC, Subject and Comment fields as necessary
- Select which attachments to include
- Choose the display option
- Select Send
The Activity tab in the Pay App details shows all email activity for that Pay App. See Project Mailbox.
PDF Display Options
Option |
What it produces |
Application and Certificate for Payment |
The standard AIA G702-style form. |
Application and Certificate for Payment, Contractor-Subcontractor Version |
The same form adapted for the contractor to subcontractor relationship - the standard AIA G702S-style form. |
Pay Application Details |
A standard eSUB document format carrying all Pay App details. |
| A manually created Pay App has no Progress Billing behind it and therefore no continuation sheet option. This is one of the concrete reasons to generate Pay Apps from Progress Billing rather than by hand. For more information on the Continuation Sheet, see SOV & Progress Billing |
Permissions
Permission |
What it allows |
| Progress Billings - General Permissions | Create, view, edit and delete Pay Applications. |
| Progress Billings - Share | Download and email Pay Applications. |
Pay Applications sit under the Progress Billings permission group. Administrators can adjust permissions; see Set Up User Permissions.
FAQ
Why did my Running Totals not update?
By design. A Pay App keeps the Running Totals it had when it was created, even if the contract value, an approved COR or an earlier Pay App changes later. Edit and resave the Pay App to recalculate. See Running Totals.
What are the warning icons when I edit a Pay App?
They mark every figure that has changed from what was originally saved, because of upstream changes to contract values, CORs or previous Pay Apps. Check them before saving. See Edit a Pay Application.
Why is my Change Order Summary wrong?
The summary is driven by COR approved dates, so an inaccurate approved date puts a change order in the wrong period. Correct the dates on the CORs, then edit and resave the Pay App. See Preview a Pay Application.
Should I delete a Pay App I no longer need?
Usually not. Deleting affects future automatic numbering, so reusing the Pay App is cleaner. See Delete a Pay Application.