Approval Workflow

A pay app moves through a fixed set of statuses, with role-gated actions at each step. A workflow stepper on the detail page shows where it stands and who acted. For background on the document itself, see our AIA-style pay application guide.

Approving a pay app: a manager submits it; an admin reviews the schedule of values and amount due, clicks Approve, and the stepper records who approved it and when. Mark as Paid and Create Invoice appear next.

Pay app statuses

• Draft – being prepared and edited.
• Submitted – sent for approval.
• Approved – approved for payment.
• Rejected – sent back with a reason.
• Paid – payment recorded.

A pay app can go straight from Draft to Approved, or be rejected back to Draft.

Submit for approval

1. Finish the SOV. Confirm this period’s progress is entered.

2. Submit. Click Submit for Approval. The pay app moves to Submitted and locks for editing.

Note

Role required: Company Admin, Manager, or Member can submit a draft.

Approve, reject, or mark paid

1. Review. Open the submitted pay app and check the schedule of values.

2. Decide. Click Approve to approve it for payment, or Reject and enter a Rejection Reason to send it back.

3. Record payment. Once approved, click Mark as Paid when payment is received.

Note

Role required: Company Admin or Manager. Approving, rejecting, and marking a pay app paid all need the pay-app approve permission, so Members cannot perform them.

Tip

After a pay app is approved or paid, click Create Invoice to bill from it directly.

What’s next

• PDF and email – send the pay app to your customer.
• Schedule of values – report progress before submitting.