Subcontractors - Submit a Pay Application

Overview

The Pay App (Payment Application) workflow in Built allows vendors and subcontractors to submit invoices for work completed during a billing period. This article walks through how to create a receivable, complete the invoice, fulfill any requirements, and submit your pay app for review.

Navigating to Receivables

Description

Start from the Projects page to locate your contract and access the Receivables tab, where all pay apps for that contract are managed.

Step-by-Step Instructions (if applicable):

1. From the top navigation, click Projects. Locate your project in the list and click View.

   

2. Inside the project, click the Receivables tab to see all existing pay apps and invoices for this contract.

   

Adding a New Receivable

Description

Create a new pay app by clicking + Add Receivable. You can either upload an existing invoice file or enter the details manually.

Step-by-Step Instructions (if applicable):

1. On the Receivables tab, click + Add Receivable in the top right corner.

   

2. In the New Receivable modal, choose one of two options:

   Generate from a File — Drag and drop or browse to upload your invoice file (supported formats: PDF, JPEG, PNG; max file size: 20MB, max 15 pages). Built will automatically extract the invoice data for you.

   Add Manually — Enter all invoice details by hand.

   

3. Click Next to proceed.

   

Completing the Invoice

Description

Fill in the invoice details for each line item in your Schedule of Values. You can also flag this as a final invoice before submitting.

Step-by-Step Instructions (if applicable):

1. On the Invoice tab, enter the amount for Work This Period for each applicable SOV line item. If you have stored materials to report, enter those amounts in the Change In Stored Materials column.

   

2. If this is your final invoice on the contract, click the gear icon next to the Finalize Invoice button and toggle on the Final Invoice setting.

   

3. Click Finalize Invoice to lock in your invoice amounts.

   

Note:

Once you finalize the invoice, the billing amounts are locked. Make sure all line item amounts are correct before clicking Finalize Invoice.

Uploading Documents

Description

If you have supporting documents to include with your pay app (such as backup invoices or cost receipts), upload them on the Documents tab.

Step-by-Step Instructions (if applicable):

1. Click the Documents tab.

2. Drag and drop your files into the upload area, or click browse your files to locate them on your computer. Supported formats include PDF, image files, CSV, XLS, and XLSX (max file size: 1GB).

   

Completing Requirements

Description

Your lender or GC may require certain documents before your pay app can be submitted — such as a lien waiver or sworn statement. Complete all required items on the Requirements tab before submitting.

Step-by-Step Instructions (if applicable):

1. Click the Requirements tab to view all documents required for this pay app. Requirements are grouped by With Invoice Submission (must be completed before submitting) and On Demand.

2. For each requirement, click the appropriate action icon to complete it:

   Signature icon — Click to eSign the document directly in Built.

   Cloud/download icon — Click to download the document, sign it outside of Built, then return to upload the signed copy.

   

Tip

Completed requirements will show a status indicator (e.g., Signed) next to the document name.

Submitting the Pay App

Description

Once the invoice is finalized and all requirements are complete, submit your pay app for lender or GC review.

Step-by-Step Instructions (if applicable):

1. Click Submit Pay App in the top right corner of the page.