• May include: A digital Payment Application System displayed on a laptop and smartphone screen. The interface shows a claims dashboard with bar charts, financial data, and contract tracking modules for construction project billing.
  • May include: An infographic titled The Monthly Pay-App Grind comparing spreadsheet methods to a Payment Application System. It lists manual errors versus automated calculations, showing a software interface with payment data rows.
  • May include: A dark green infographic titled 13 modules. One connected system. It lists 13 numbered software modules including Contract Setup, Schedule of Values, Variations, Stored Materials, Deductions, Payment Applications, Payments Received, Retention, Notices, Compliance Docs, Cash Flow Forecast, Reports, and Dashboard.
  • May include: A digital interface showing a construction payment application table with columns for item descriptions, values, percentages, and balances. Text includes Signature Feature, Type the % complete. It does the maths, and numbered callouts explaining automated calculation functions for cumulative progress tracking.
  • May include: A dark green infographic titled From % complete to amount payable, displaying a Summary of Valuation table for Application No. 5. The table lists financial figures including work completed, materials stored, retention, and VAT, totaling an amount payable of $338,302.72.
  • May include: A digital document template for a professional pay application, featuring a summary of valuation, continuation schedule, and stored materials list. Text includes 'READY TO SEND', 'A professional pay app, printed in one click', and 'Q1stSHOP'.
  • May include: A software interface graphic titled Approved variations flow straight into the claim. It displays a Payment Application System table with variation rows, status badges, and a secondary section showing approved variations as line items.
  • May include: An infographic titled Retention & Advance featuring a retention schedule table, a contract setup form, and three numbered callout boxes explaining retention and advance recovery processes on a dark green grid background.
  • May include: A digital dashboard interface titled Payments Received, displaying a payment application system table with columns for dates, valuations, and status. It includes an ageing report, numbered callouts explaining due dates and status badges.
  • May include: A Claims Dashboard document titled Your whole contract on one page, featuring financial data, bar charts, and pie graphs. The layout includes four headline KPIs, seven charts, seven health checks, and a summary of contract status.
  • May include: An infographic titled Contract Health Checks: 7 checks catch problems before the employer does. It lists seven criteria with checkmarks and displays a sample contract position report with a table showing health check results.
  • May include: A digital interface display titled Notices & Compliance featuring two tables for correspondence and documents. Text includes A paper trail that protects your payment, Response deadlines, Expiry warnings 30 days out, and Linked to applications.
  • May include: A digital interface display titled Stored Materials & Deductions with the text Get paid for materials on site. Answer every backcharge. It features two data tables tracking construction materials and financial deductions with columns for dates, descriptions, values, and status indicators. Three numbered summary boxes highlight site status, evidence flags, and agreed deductions.
  • May include: A cash flow forecast infographic featuring a bar chart comparing planned versus actual valuation, a data table for Riverside Mixed-Use, a software interface for cash flow, and three numbered steps for billing and dashboard updates.
  • May include: A digital display showing 7 print-ready reports including payment application, contract position, applications register, payment status, SOV progress, retention schedule, and cash flow. Text reads: 7 print-ready reports. Save as PDF in one click.
  • May include: A digital interface for contract setup on a dark green grid background. The text reads: Set it up once, to match your contract. It lists settings like currency symbols, tax rates, and retention percentages, with a color legend for input boxes.
  • May include: A digital software interface displayed on a laptop and smartphone screen. The text reads: Compatibility, One file. Works offline. Desktop or phone. One HTML file, Works offline, Backup & restore, Desktop & mobile, Export any module to CSV.
  • May include: A dark green infographic with a grid pattern detailing a three-step payment process. Text includes 'HOW IT WORKS', '3 steps to your next payment', 'Set up the contract', 'Raise the % each month', 'Preview, send, track', and 'Built by a quantity surveyor'.
  • May include: An FAQ infographic titled Questions, answered, featuring two columns of white text boxes on a grid background. It addresses software requirements, data storage, tax retention, printing, file downloads, offline use, AIA-style formatting, multiple jobs, examples, and logo customization.
  • May include: A digital Payment Application System displayed on a laptop and smartphone screen. The interface shows a claims dashboard with bar charts, financial data, and contract tracking modules for construction project billing.
  • Product video
  • Product video
  • May include: An infographic titled The Monthly Pay-App Grind comparing spreadsheet methods to a Payment Application System. It lists manual errors versus automated calculations, showing a software interface with payment data rows.
  • May include: A dark green infographic titled 13 modules. One connected system. It lists 13 numbered software modules including Contract Setup, Schedule of Values, Variations, Stored Materials, Deductions, Payment Applications, Payments Received, Retention, Notices, Compliance Docs, Cash Flow Forecast, Reports, and Dashboard.
  • May include: A digital interface showing a construction payment application table with columns for item descriptions, values, percentages, and balances. Text includes Signature Feature, Type the % complete. It does the maths, and numbered callouts explaining automated calculation functions for cumulative progress tracking.
  • May include: A dark green infographic titled From % complete to amount payable, displaying a Summary of Valuation table for Application No. 5. The table lists financial figures including work completed, materials stored, retention, and VAT, totaling an amount payable of $338,302.72.
  • May include: A digital document template for a professional pay application, featuring a summary of valuation, continuation schedule, and stored materials list. Text includes 'READY TO SEND', 'A professional pay app, printed in one click', and 'Q1stSHOP'.
  • May include: A software interface graphic titled Approved variations flow straight into the claim. It displays a Payment Application System table with variation rows, status badges, and a secondary section showing approved variations as line items.
  • May include: An infographic titled Retention & Advance featuring a retention schedule table, a contract setup form, and three numbered callout boxes explaining retention and advance recovery processes on a dark green grid background.
  • May include: A digital dashboard interface titled Payments Received, displaying a payment application system table with columns for dates, valuations, and status. It includes an ageing report, numbered callouts explaining due dates and status badges.
  • May include: A Claims Dashboard document titled Your whole contract on one page, featuring financial data, bar charts, and pie graphs. The layout includes four headline KPIs, seven charts, seven health checks, and a summary of contract status.
  • May include: An infographic titled Contract Health Checks: 7 checks catch problems before the employer does. It lists seven criteria with checkmarks and displays a sample contract position report with a table showing health check results.
  • May include: A digital interface display titled Notices & Compliance featuring two tables for correspondence and documents. Text includes A paper trail that protects your payment, Response deadlines, Expiry warnings 30 days out, and Linked to applications.
  • May include: A digital interface display titled Stored Materials & Deductions with the text Get paid for materials on site. Answer every backcharge. It features two data tables tracking construction materials and financial deductions with columns for dates, descriptions, values, and status indicators. Three numbered summary boxes highlight site status, evidence flags, and agreed deductions.
  • May include: A cash flow forecast infographic featuring a bar chart comparing planned versus actual valuation, a data table for Riverside Mixed-Use, a software interface for cash flow, and three numbered steps for billing and dashboard updates.
  • May include: A digital display showing 7 print-ready reports including payment application, contract position, applications register, payment status, SOV progress, retention schedule, and cash flow. Text reads: 7 print-ready reports. Save as PDF in one click.
  • May include: A digital interface for contract setup on a dark green grid background. The text reads: Set it up once, to match your contract. It lists settings like currency symbols, tax rates, and retention percentages, with a color legend for input boxes.
  • May include: A digital software interface displayed on a laptop and smartphone screen. The text reads: Compatibility, One file. Works offline. Desktop or phone. One HTML file, Works offline, Backup & restore, Desktop & mobile, Export any module to CSV.
  • May include: A dark green infographic with a grid pattern detailing a three-step payment process. Text includes 'HOW IT WORKS', '3 steps to your next payment', 'Set up the contract', 'Raise the % each month', 'Preview, send, track', and 'Built by a quantity surveyor'.
  • May include: An FAQ infographic titled Questions, answered, featuring two columns of white text boxes on a grid background. It addresses software requirements, data storage, tax retention, printing, file downloads, offline use, AIA-style formatting, multiple jobs, examples, and logo customization.
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Payment Application System | HTML Construction Progress Billing & Retention Tracker for Contractors

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  • Digital download
  • Digital file type(s): 2 PDF, 1 other file
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“I purchased the home renovation schedule template as we’re about to start renovating a house we recently bought, and it has been really helpful. It’s a great guide that clearly lays out the renovation process and timeline; with many useful details we hadn’t even thought of. The template is very thorough and well thought out, especially for the price, it’s much more affordable than many of the templates here on Etsy.”

Antoinette

May 6, 2026

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Price:$8.20

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May include: A digital Payment Application System displayed on a laptop and smartphone screen. The interface shows a claims dashboard with bar charts, financial data, and contract tracking modules for construction project billing.

🧾 PAYMENT APPLICATION SYSTEM — AIA-style progress billing, retention and payment tracking in one offline file

Most short payments don't come from bad work. They come from a retention figure nobody re-checked, a variation that never made it onto the claim, or an application that quietly went 40 days overdue. This system puts the whole payment trail in one place: contract, schedule of values, variations, applications, money received and the paperwork that keeps you paid. It is built for contractors and subcontractors who bill monthly against a contract sum.

Key Features:

1. 🧮 Applications That Calculate Themselves: Enter the cumulative % complete per line and it works out work done, stored materials, retention, advance recovery, agreed deductions and the amount due after what was previously certified, with tax added on top.
2. 📋 Continuation Schedule Built In: Every application prints with a summary page plus a line-by-line continuation sheet (previous %, this period, total, balance to finish), a stored-materials schedule and signature blocks.
3. 💰 Retention & Advance Handled Properly: Set your retention %, an optional cap on the contract sum and any advance payment. Retention releases and advance recovery flow into every later application automatically.
4. ⏳ Nothing Slips Past Due Date: Payment due dates come from your contract's payment period. Overdue applications, expiring insurance, open notices and pending variations turn red and show a badge in the menu.
5. 📊 Claims Dashboard & 7 Reports: One-page dashboard with planned vs actual valuation, payable vs paid, ageing of outstanding money and 7 contract health checks, plus printable registers for retention, payment status and SOV progress.

What's Included:

- 📁 13 Connected Modules: Contract Setup, Schedule of Values, Variations, Stored Materials, Deductions & Back charges, Payment Applications, Payments Received, Retention, Notices & Correspondence, Compliance Documents, Cash Flow Forecast, Reports and Dashboard. Each one feeds the next.
- 🔁 Variations Flow Straight Into Billing: Once a variation is marked Approved it becomes a claimable line from its approval date and the revised contract sum updates. Omissions are entered as negatives.
- 🛡️ Built-In Checks: The SOV total is checked against the contract sum, percentages can't drop below the previous application, and payments can't exceed the balance due.
- 🗂️ Paper Trail For Disputes: Log every application sent, certificate received, withholding notice and extension request with response deadlines. Track insurance, tax clearance, bonds and waivers with expiry warnings 30 days out.
- 📗 Start Here Guide + Quick Start Card: Plain-English setup, color conventions, 20-minute quick start, and a full sample project pre-loaded so you can see every module working before you enter your own job.
- 💱 Multi-Currency & Any Tax: Set your currency symbol ($, £, €, R) and your tax label and rate (VAT, GST, sales tax). Every figure and printout updates.
- 🖨️ Print-Ready on A4 or US Letter: Applications, reports and the dashboard print or save as PDF with your company logo top-left. Every module also exports to CSV.
- 📥 File Format: One self-contained HTML file. No install, no subscription, no login. Works offline in current Chrome, Edge and Firefox. Records save in your browser, with one-click backup and restore to move between devices.
- ⚡ Instant Access: Download immediately after purchase and send your next payment application today!

Perfect For:

- Contractors & GCs 👷‍♂️
- Subcontractors 🔧
- Quantity Surveyors 📈
- Commercial Managers 💼
- Project Managers 📐

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Please note the following:

- Scope: This is an editable calculation and record-keeping tool, not legal, tax, accounting or contractual advice. AIA is referred to by name only; no standard forms are reproduced. Check retention, advance, tax and payment terms against your own contract.
- Display: Colors may vary depending on your device settings and browser.
- Delivery: This is a digital item; you will receive an instant download once the purchase is made. No physical product will be delivered.
- Policy: Due to the nature of digital products, no returns, refunds, or cancellations will be accepted.
- Liability: Please use the information and content from this digital product at your own risk.
- Terms of Use: This digital product is for personal and internal business use only. Reselling, sharing, or reproduction is strictly prohibited.

  • Item type
    Digital download
  • Digital file type(s)
    2 PDF, 1 other file
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