Application and Certificate for Payment template and PDF guide...

Prepare construction payment/compliance documentation online, then generate a formal PDF record. Use this monthly or at each billing milestone to request payment from the owner...

When to use this template

Prepare construction payment/compliance documentation online, then generate a formal PDF record. Use this monthly or at each billing milestone to request payment from the owner or general contractor for work completed to date, following the AIA G702/G703 format common on commercial projects.

What to include

  • Project name, contract number, application number, period covered, and the names of the contractor, owner, and architect who must certify the payment.
  • Schedule of values with each line item showing the original contract amount, approved change orders to date, total completed and stored to date, percentage complete, and the amount due this period.
  • Retainage calculation showing the percentage withheld from completed work and stored materials separately, with a running total of retainage held to date.
  • Summary block with original contract sum, net change orders, current contract sum, total completed to date, total retainage, less previous payments, and the current payment due.
  • Certification signatures from the contractor requesting payment, the architect certifying the work, and the owner approving the release of funds.

Common questions

Can I complete this Application and Certificate for Payment online for each billing cycle?
Yes. Enter references, amounts, declarations, and supporting details in-browser.
Can I save this Application and Certificate for Payment for repeat draw or closeout cycles?
Yes. With an account, save and reuse it to keep payment documentation consistent across projects.
Can I generate a compliance-ready PDF from this Application and Certificate for Payment?
Yes. Export a professional PDF for owners, lenders, sureties, and project records.
What is the difference between a pay application and a regular invoice?
A pay application tracks cumulative progress against the full contract value with retainage. A regular invoice is a standalone bill. Most commercial contracts require pay applications because the owner and architect need to verify work before releasing funds.
What retainage percentage is standard?
Ten percent is the most common retainage rate. Some contracts reduce retainage to five percent after the project reaches 50 percent completion, and retainage is fully released after substantial completion and punch list closeout.
Can I bill for materials stored on site but not yet installed?
Yes, if the contract allows it. List stored materials in a separate column, provide proof of delivery, and confirm the materials are properly insured and secured on site.
What happens if the architect does not certify my pay app on time?
Review your contract for the certification timeline. Most AIA contracts require the architect to act within seven days. If there is a dispute about completed work, address it in writing immediately to avoid payment delays.

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