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Free pay application template for subcontractors
Fill in your schedule of values and this template does the math: total completed and stored, percent complete, retainage and current payment due. Print it, save it as a PDF or download a CSV.
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APPLICATION FOR PAYMENT: PROGRESS BILLING
Pay application
Continuation sheet (schedule of values)
| A Item | B Description of work | C Scheduled value | D From previous | E This period | F Materials stored | G Completed & stored | % G ÷ C | H Balance to finish | I Retainage | Remove |
|---|---|---|---|---|---|---|---|---|---|---|
| $6,000.00 | 100.0% | $0.00 | $600.00 | |||||||
| $22,000.00 | 100.0% | $0.00 | $2,200.00 | |||||||
| $22,100.00 | 85.0% | $3,900.00 | $2,210.00 | |||||||
| $16,800.00 | 70.0% | $7,200.00 | $1,680.00 | |||||||
| $8,400.00 | 30.0% | $19,600.00 | $840.00 | |||||||
| $0.00 | 0.0% | $14,000.00 | $0.00 | |||||||
| $3,250.00 | 50.0% | $3,250.00 | $325.00 | |||||||
| Totals | $126,500.00 | $53,200.00 | $16,950.00 | $8,400.00 | $78,550.00 | 62.1% | $47,950.00 | $7,855.00 |
Application summary
| 1. Original contract sum | $120,000.00 |
| 2. Net change by change orders | $6,500.00 |
| 3. Contract sum to date (1 + 2) | $126,500.00 |
| 4. Total completed & stored to date (column G) | $78,550.00 |
| 5a. Retainage on completed work | $7,015.00 |
| 5b. Retainage on stored materials | $840.00 |
| 5. Total retainage | $7,855.00 |
| 6. Total earned less retainage (4 − 5) | $70,695.00 |
| 7. Less previous payment requests | $47,880.00 (est.) |
| 8. Current payment due (6 − 7) | $22,815.00 |
| 9. Balance to finish, including retainage (3 − 6) | $55,805.00 |
Subcontractor signature / date
Approved by (general contractor) / date
How to use this template
- 1Enter the job details and your original contract sum. Add the net total of approved change orders.
- 2Build your schedule of values. One line per item of work, with a scheduled value. The total of column C should equal the contract sum to date. Many subs bill approved change orders as their own lines.
- 3Fill in column D with the total billed on each line in previous applications, then column E with work completed this period.
- 4Add stored materials in column F only if your contract allows it and you have the backup.
- 5Check the summary. Type the exact previous payment requests from your last approved application for an exact match.
- 6Print or save as PDF, sign, and send it with any required lien waivers and backup.
The long version: how to fill out a pay application and retainage explained.
Frequently asked questions
Is this an official AIA G702/G703 form?
No. This is a free progress billing template that follows the industry-standard pay application layout many GCs call 'AIA-style': a summary plus a continuation sheet. Sub-Office is not affiliated with or endorsed by The American Institute of Architects. If your contract requires official AIA documents, obtain them from the AIA.
What is 'materials presently stored'?
Materials delivered to the site, or an approved storage location, but not yet installed. Many contracts allow you to bill for them with proof of delivery, insurance and sometimes a bill of sale. Check your subcontract before billing stored materials.
How is retainage calculated?
Retainage is the contract percentage held back from each payment. This template applies your retainage rate to work completed and, separately, to stored materials, then subtracts it from the total earned.
What goes in 'previous payment requests'?
The total of 'earned less retainage' from your previous pay applications. The template estimates it from the 'from previous' column, but you can type the exact amount from your last approved application.
Does the template save my data?
No. Everything stays in your browser and nothing is uploaded. Print or save to PDF before you close the page. Sub-Office saves every pay application and carries the numbers forward for you.
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