Progress billing
Progress billing software for subcontractors
Turn your schedule of values into a clean, accurate pay application every month, with the math done for you, so your GC approves it the first time and you get paid on schedule.
No credit card required. Then $25 per user per month (2-user minimum).
Why pay applications get sent back
Most payment delays on commercial jobs aren't about the work. They're about the paperwork. A pay app gets returned and you lose another 30 days. The usual reasons:
- Totals that don't foot between the summary and the continuation sheet
- "Previous applications" that don't match what was approved last month
- Approved change orders missing, or billed inside the wrong line
- Retainage calculated on the wrong base or at the wrong rate
- A line billed over 100%, or stored materials with no backup
Sub-Office carries previous billings and approved change orders forward, so each new pay application starts from the right numbers.
How it works in Sub-Office
- 1Win the bid. Convert your accepted proposal into a project in one click.
- 2Track change orders. Price and send them, and record approval. Approved ones update the contract value.
- 3Enter this period's work. Update progress on each line of your schedule of values.
- 4Send the pay app. Totals, retainage, previous billings and the amount due are calculated for you.
- 5See what's left to collect. Contract value, billed to date and balance to finish on every job.
What goes into a progress billing pay application
A standard pay application has two parts: a one-page summary (the application for payment) and a continuation sheet listing every line of your schedule of values.
Summary page
- Original contract sum
- Net change by approved change orders
- Contract sum to date
- Total completed and stored to date
- Retainage held
- Total earned less retainage
- Less previous payment requests
- Current payment due
- Balance to finish, including retainage
Continuation sheet (schedule of values)
- Item number and description of work
- Scheduled value for each line
- Work completed in previous periods
- Work completed this period
- Materials presently stored (not yet installed)
- Total completed and stored to date, and % complete
- Balance to finish
- Retainage
Want to see the math? Try the free pay application template, or read how to fill out a pay application.
Spreadsheets vs. Sub-Office
| Task | Excel or paper | Sub-Office |
|---|---|---|
| Carry previous billing forward | Copy last month's file; easy to grab the wrong version | Carried forward automatically |
| Add approved change orders | Retype into the SOV; contract sum often missed | Approved change orders update the contract |
| Retainage and amount due | Formulas break when rows are added | Calculated on every application |
| Know what's left to collect | Open every job's file | Billed to date and balance on every job |
| Work from the field | Wait until you are back at the office | Web, iOS and Android |
Built for subs, not general contractors
Simple pricing
From bid to paid
Frequently asked questions
What is progress billing in construction?
Progress billing means invoicing for the portion of the contract completed during each billing period, usually monthly, instead of billing the full amount at the end. Each request is called a pay application and is built from a schedule of values that breaks the contract into line items.
Is this the same as AIA-style pay applications?
Many general contractors call the industry-standard pay application format 'AIA-style'. Sub-Office produces pay applications in that familiar summary-plus-continuation-sheet layout. Sub-Office is not affiliated with or endorsed by The American Institute of Architects and does not supply official AIA documents.
Can I include approved change orders in a pay application?
Yes. Approved change orders adjust the contract sum and are carried into your pay application, so every application ties back to the current contract value.
How is retainage handled?
Retainage is the percentage the GC holds back from each payment until the work is complete. A pay application shows retainage on work completed and stored, and subtracts it from the amount earned. Always use the retainage rate in your subcontract.
How much does Sub-Office cost?
$25 per user per month with a 2-user minimum. Every plan includes proposals, change orders, pay applications, invoices, daily logs, timesheets and the mobile app. The first 30 days are free and no credit card is required.
Spend less time on paperwork and more time building.
Try Sub-Office free for 30 days. No credit card required, cancel anytime. Then $25 per user per month.