What should I check before submitting a pay application?

Billing period, application number, contract sum and change orders, line-by-line progress, retainage, previous payments and required attachments such as lien waivers.

Why do pay applications get rejected?

Common reasons include math errors, overbilling a line, unapproved change orders, wrong retainage, and missing waivers or backup.

When are pay applications due?

Your subcontract sets the due date, often a fixed day each month before the GC submits to the owner.

BILLING OPERATIONS

A pre-submission pay application checklist

By DrawPrep editorial · Updated October 27, 2026 · 6 min read

A practical review of periods, progress, retainage, change orders and attachments before you submit.

KEY TAKEAWAYS

Confirm period, application number and contract values first.
Reconcile progress, stored materials and retainage line by line.
Attach every required waiver and backup document.

What should you check before submitting a pay application?

Confirm the correct project, billing period, application version, contract values, progress amounts, retainage and required attachments. Reconcile the request with prior applications and your project’s billing instructions. A preparation checklist supports review; it does not replace the GC’s requirements or professional advice.

1. Project and billing period

Confirm the project name and contract or project number.
Check the application number, revision and period start and end dates.
Confirm the due date and submission channel from the GC’s instructions.
Use the correct saved revision, rather than an earlier returned version.

2. Schedule of values and progress

Check for missing descriptions, duplicate codes and missing scheduled values.
Reconcile original-scope SOV values to the original contract sum.
Compare this-period progress with field records and prior applications.
Check that cumulative billed values do not exceed the scheduled line value.

3. Stored materials and supporting records

If you report stored materials, verify what documentation your project requires. DrawPrep flags stored-material billing without an attached backup or invoice. That check identifies a preparation gap; it does not determine whether your contract permits billing the material or whether the evidence is sufficient.

4. Retainage and prior billing

Confirm the project’s retainage rate against the contract.
Investigate any rate change from the prior submitted application.
Reconcile prior certificates and current payment due before recording submission.
Do not interpret an approved amount or a recorded status as proof funds were received.

5. Change orders

Keep approval status and changed scope identifiable. Confirm which approved changes have entered the SOV and whether they have any billed work. Resolve discrepancies with the project team; do not treat a pending change as approved simply because it appears in the log.

6. Attachments, forms and handoff

Attach the backup and forms required by your GC.
Confirm the required waiver form with the appropriate professional; DrawPrep does not determine legal sufficiency.
Review the final exported pages for correct project, period and revision.
Submit through the GC’s required channel and retain the submitted copy.
Record reviewer comments and preserve earlier versions when revising.

Explore DrawPrep’s preparation workflow or print this guide for a billing-desk review.

Reference

The summary and continuation-sheet review categories align with the information described in AIA’s G702 overview. The checklist itself is DrawPrep editorial guidance, not an official AIA checklist.

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Frequently asked questions

What should I check before submitting a pay application?: Billing period, application number, contract sum and change orders, line-by-line progress, retainage, previous payments and required attachments such as lien waivers.
Why do pay applications get rejected?: Common reasons include math errors, overbilling a line, unapproved change orders, wrong retainage, and missing waivers or backup.
When are pay applications due?: Your subcontract sets the due date, often a fixed day each month before the GC submits to the owner.