Bill with applications for payment

An application for payment (often called a pay app or progress bill) asks the customer to pay for the work done in one billing period. BidUnity lays it out like the AIA G702 and G703 forms, the standard payment request forms from the American Institute of Architects:

• G702 is the summary page. In BidUnity it is titled APPLICATION FOR PAYMENT and shows the contract amount, change orders, work completed, retainage and the payment due now.
• G703 is the continuation sheet. In BidUnity it is titled APPLICATION FOR PAYMENT -- CONTINUATION SHEET and shows each line of the schedule of values (the list of parts of the job and their dollar values) with its progress.

Retainage (also called retention) is the share of each payment the customer holds back until the job is done. BidUnity works it out from the retention rates in the contract terms.

You need a schedule of values first. See Set up the schedule of values.

Create an application for paymentCopy Anchor Link

1. Open the project and go to Billing.
2. Click the Create new bill tab. The heading reads Create application # and the next number.
3. Check Application Date and Period To. BidUnity fills them in from the Bill by date and Bill thru date in the contract terms.
4. Enter the progress on each line of the continuation sheet in one of two ways:
   • Type the total percent complete to date in the % (G/C) column. It can't be lower than on the last application.
   • Or click the line's This Period amount, type the Net amount to bill, and click Save.
5. On a material line that has an amount this period, you can also enter Materials Presently Stored (Not In D or E): materials delivered and stored but not yet installed.
6. To bill approved change orders, tick Include for each one in the Pending change orders table. See the next section.
7. Check the payments received so far in the Contractor's Certification paragraph. See Record payments received.
8. Click Save application.

BidUnity shows Application # saved with the number, and the application gets its own tab, named after its period end date.

Bill change ordersCopy Anchor Link

The Pending change orders table under the application lists the project's change orders, with Change order, Status, Value and Include columns.

• Tick Include to add a change order to this application. It is added as a new line at the end of the continuation sheet, and you can edit that line's description and scheduled value.
• Only approved change orders (Accepted, Scheduled, Completed or Contract Scope) can be included. When you change a status to an approved one here, BidUnity includes the change order on the new application for you. When you change it to one that isn't approved, BidUnity takes it off.
• A change order that is already on a saved application can't be included again, and you can't change its status.
• Click Manage change orders to open the Change orders tab.

For what each status means, see Contract and change order statuses.

Record payments receivedCopy Anchor Link

The Contractor's Certification paragraph on the application includes the total of payments you have received to date. Type the amount and leave the box. BidUnity saves it to the contract right away and shows Amount paid to date updated.

When the amount paid equals the net contract amount (the original value plus approved change orders), the contract status changes to Discharged and it leaves the Work in progress report.

Edit the latest applicationCopy Anchor Link

Only the latest application for payment can be edited. Earlier ones are a record of what you already sent.

1. On the Billing tab, open the latest application's tab.
2. Click Edit application. The Create new bill tab opens with the heading Edit application # and the number.
3. Make your changes.
4. Click Save changes. BidUnity shows Application # updated with the number.

To stop editing and go back to a new application, click Create new bill.

Print an application for paymentCopy Anchor Link

1. Open the application's tab, or the Create new bill tab for the one you are working on.
2. Click Print pay app. Your browser's print window opens.

The printout has four pages:

• APPLICATION FOR PAYMENT (the G702 summary).
• APPLICATION FOR PAYMENT -- CONTINUATION SHEET (the G703 lines).
• WAIVER AND RELEASE OF LIEN UPON PROGRESS PAYMENT: a lien waiver for the payment this application asks for. A lien waiver is a signed statement that you give up your right to claim a lien on the property for the work covered.
• A statement of supplier accounts, listing the vendors from the Price Awarded proposal with their anticipated and expected costs.

Delete the last applicationCopy Anchor Link

If you saved an application by mistake, you can delete the latest one.

1. On the Billing tab, click the Create new bill tab.
2. Click Delete last bill.
3. Click Delete application to confirm.

The application is gone for good, and BidUnity shows Removed last bill. The new application is rebuilt from the one before it, so any unsaved changes there are lost. Change orders that were on the deleted application become available to include again. Once you delete every application, you can edit the schedule of values again.

If billing changed after you opened the pageCopy Anchor Link

If someone saves a new application or deletes one after you open the Billing tab, BidUnity won't save your new application. You see Could not save application with "A newer application for payment was saved since this page loaded. Refresh the page to see the current application."

Delete last bill is refused the same way. You see Could not delete last bill with "The latest application for payment changed since this page loaded. Refresh the page to see the current application."

Refresh the page, check the current applications, and try again.

What happens nextCopy Anchor Link

• The schedule of values is locked once the first application is saved.
• Each change order you billed shows its application number in the Billed column on the Change orders tab, and can't be changed.
• The Work in progress report shows the new billed amount and billing period.
• When the last saved application shows the job 100% complete, you can bill the retainage. See Bill retention.