Approval Workflow

Pay apps follow a structured approval workflow. This ensures proper review before payment is issued.

Status lifecycle

Every pay app moves through these stages:

1. Draft — You are still building the pay app and filling in the schedule of values. It has not been submitted yet.
2. Submitted — You have sent the pay app for review. The GC or client can now see it.
3. Approved — The reviewer has approved the pay app. Payment should follow per your contract terms.
4. Paid — Payment has been received. Mark it paid to keep your records accurate.

A pay app can also be Rejected, which sends it back to draft status for corrections.

Submitting for approval

1. Review all line items and totals on your pay app.
2. Click Submit.
3. The pay app locks for editing and moves to Submitted status.

Handling rejections

If a pay app is rejected:

1. You will see the rejection reason in the pay app details.
2. The pay app returns to Draft status.
3. Make the requested corrections.
4. Submit again.

Marking as paid

When you receive payment:

1. Open the approved pay app.
2. Click Mark as Paid.
3. Optionally record the payment date and check number.

Tracking

The Pay Apps list shows all applications with their current status. Use filters to view by status or billing period. This gives you a clear picture of outstanding receivables.