Is a spreadsheet good enough for pay apps?

Spreadsheets work for a few simple projects, but broken formulas, manual carry-forward and version confusion become risky as project count, change orders and reviewers grow.

How is subcontractor billing software different from a GC portal?

A GC portal is where you submit to one GC. Subcontractor billing software is where you prepare, check and keep a record of billing across all of your GCs and projects.

How much does pay application software cost?

Pricing varies by vendor. DrawPrep plans are $49, $149 and $399 per month, based on projects, seats and workflow features, with a 14-day free trial.

BUYER GUIDE

Pay application software for subcontractors: a buyer guide

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

How to evaluate subcontractor billing software: what a pay app tool should handle, how it compares to spreadsheets and GC portals, and questions to ask before you buy.

KEY TAKEAWAYS

Pay application software should carry forward prior periods, calculate retainage and tie G702 totals to the G703 automatically.
Look for change-order handling, required-attachment checks, revision history and exportable PDF packages.
GC portals collect submissions but rarely help you prepare and check them across every GC you work for.
Price by projects and seats, and trial with a real billing period before committing.

What is pay application software?

Pay application software helps contractors prepare progress billing. It stores the schedule of values, carries forward prior periods, calculates retainage and current payment due, and outputs G702/G703-style documents with the backup your GC requires.

What should subcontractor billing software do?

SOV import: bring in a schedule of values from CSV or Excel.
Automatic carry-forward: previous work, retainage and payments roll into the next period.
Pre-submission checks: catch overbilled lines, retainage changes, unbilled change orders and missing attachments.
Change orders: approved changes flow into the SOV without breaking totals.
Revisions and history: keep every version and compare to prior periods.
Team roles and review: control who can edit and who can submit.
Exports: one-click PDF packages and CSV records.

Spreadsheets vs. GC portals vs. dedicated software

	Spreadsheets	GC portals	Subcontractor billing software
Cost	Low	Paid by GC	Monthly subscription
Carry-forward math	Manual formulas	Varies	Automatic
Works across all GCs	Yes	One GC each	Yes
Checks before submitting	None	Limited	Built in
Revision history	File copies	Per portal	Per project

Questions to ask before you buy

How are plans priced: by project, seat or billing volume?
Can it match the forms and attachments your GCs require?
Does it handle variable retainage and stored materials?
Can you export everything if you leave?
Is there a free trial long enough to run one real billing period?

How DrawPrep fits

DrawPrep is built for trade subcontractors billing many GCs. It prepares and checks pay applications; it does not submit them for you, hold funds or guarantee approval. Plans are $49, $149 and $399 per month with a 14-day free trial. Compare on the DrawPrep pricing page or see the trades we support.

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Prepare, check and export pay applications for every GC. 14-day free trial.

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Frequently asked questions

What is pay application software?: Pay application software helps contractors prepare progress billing: it stores the schedule of values, carries forward prior work, calculates retainage and current payment due, and produces G702/G703-style documents.
Is a spreadsheet good enough for pay apps?: Spreadsheets work for a few simple projects, but broken formulas, manual carry-forward and version confusion become risky as project count, change orders and reviewers grow.
How is subcontractor billing software different from a GC portal?: A GC portal is where you submit to one GC. Subcontractor billing software is where you prepare, check and keep a record of billing across all of your GCs and projects.
How much does pay application software cost?: Pricing varies by vendor. DrawPrep plans are $49, $149 and $399 per month, based on projects, seats and workflow features, with a 14-day free trial.