What it produces
An approved G702 and G703 per contract, submitted in the payer's portal (Textura, GCPay, Procore, an owner portal or email), with confirmation saved and payment tracked.
Workflows
Owner Billing & Pay Apps
the monthly request a contractor submits to the owner for payment on work completed, usually on AIA G702 and G703 forms
The job in one minute
Who owns it
The billing lead and project accountant, with the PM certifying percent complete and an authorized officer signing.
How often
Monthly per contract, with retention billing when the job reaches substantial completion.
Why it hurts
Every GC runs its own portal, cutoff and budget layout, so the billing lead keys the same numbers twice. The portal computes retention its own way, and a one-cent rounding difference per line stops the draw. A change order approved in your ERP is missing from the GC's budget. A return for revision lands after the cutoff, and the bill slips a whole month.
Systems it touches
The ERP, Textura, GCPay, Procore, owner portals, Outlook, Excel percent-complete workbooks, SharePoint, banking portals and e-signature and notary tools.
Where a payer accepts an integrated feed, use it. The agent covers the gap: twelve GCs means twelve portals, and none of them reads your ERP.
- ERP
- Textura
- GCPay
- Procore
- Owner portals
- Outlook
- Excel percent-complete workbooks
- SharePoint
- Banking portals and e-signature and notary tools
12 steps · 6 actions · 4 decisions · 2 human reviews
The workflow, step by step
Action Decision Human review Select a step in the flowchart to jump to it.
Show the flowchart
- 01 Action · ERP On the billing date
- 02 Action · Agent Collect the PM's percent complete or installed quantities per line
- 03 Decision · Agent No line past 100 percent
- 04 Action · Agent Generate the G702 and G703
- 05 · Human review · PM The PM and billing lead approve
- 06 Decision · Agent Route by payer from the contract table
- 07 Action · Agent Open the draw in the billing lead's own browser session and enter…
- 08 Decision · Portal Read back the portal's completed to date
- 09 Action · Agent Attach backup
- 10 · Human review · The authorized The authorized signer signs
- 11 Action · ERP Submit
- 12 Decision · Agent Check status daily
-
Action · ERP
On the billing date, pull the schedule of values, approved change orders, billed to date and retainage from the ERP.
-
Action · Agent
Collect the PM's percent complete or installed quantities per line.
-
Decision · Agent
No line past 100 percent, stored materials only with backup, change orders only when approved on both sides, retainage capped by the state's limit.
-
Action · Agent
Generate the G702 and G703.
-
Human review · PM
The PM and billing lead approve. Large billings go to the controller.
-
Decision · Agent
Route by payer from the contract table.
-
Action · Agent
Open the draw in the billing lead's own browser session and enter each line.
-
Decision · Portal
Read back the portal's completed to date, retention and net amount. Each must equal the approved figure to the cent, or the step holds.
-
Action · Agent
Attach backup, conditional waiver and certified payroll where required.
-
Human review · The authorized
The authorized signer signs, with a notary where the payer requires one.
-
Action · ERP
Submit, save the confirmation page and stamp the date on the ERP invoice.
-
Decision · Agent
Check status daily. Returns go to the PM with comments; short payments are classified by rule or routed to the PM.
✓ Done
Rules vs judgment
-
Exact rules
- Column math, retainage rate and statutory cap, the to-the-cent read-back, change orders approved in both systems.
-
The model reads
- Each payer's portal layout, revise-and-resubmit comments, a GC's renamed budget lines, remittance advices that explain a short payment. A rule still decides.
-
A person decides
- Percent complete, every signature, billing ahead of signed paper, and whether to dispute a reduction.
When it stops
-
Portal asks for a one-time code
The run pauses for the named user; codes are never stored.
-
Portal retention off by rounding
The draw holds with both figures shown.
-
GC added a line the mapping does not know
The PM sees it before anything is entered.
-
Change order approved in the ERP but not by the payer
Held off this draw and flagged.
-
Cutoff approaching without approval
Escalated to the controller the day before.
-
Generated waiver differs from the bill
Signing waits until it is corrected.
What you end up with
A draw that went in on time and matches your ERP to the cent, a confirmation page with a timestamp, screenshots of every field entered, and a clear reason for every dollar the payer approved short. Timing disputes are settled by the record. Product →
Questions
Can the agent sign the pay application?
No. It prepares everything to the signature line and stops.
What if the GC's portal budget does not match our schedule of values?
Lines map through a table you approve once per contract. A renamed line stops the run for the PM.
Which portals can it work in?
Any portal your billing lead uses in a browser, in that person's own session.
When should retention be billed?
When the contract says it is due, usually after substantial completion is accepted. The agent watches for that date and drafts the retention bill for approval. Lien Waivers →
Explore related ERP and process automation
No prompts. No babysitting. No Integrations.