Progress billing and pay applications require manual collection of timesheets, material costs, and subcontractor invoices, followed by spreadsheet consolidation, retainage calculations, and compliance verification.
Automation consolidates cost data from multiple sources, applies contract terms and retainage rules automatically, and generates compliant invoices and payment applications ready for submission. The result is faster billing cycles, fewer errors, and reduced rework.
The full workflow, from trigger to completion.
The automation is triggered on a fixed schedule (weekly or monthly) when the billing period closes. It checks that cost data is available in the source systems.
The automation retrieves timesheets, material costs, equipment logs, and subcontractor invoices from project management and accounting systems. It consolidates them into a single dataset.
The automation applies contract terms, retainage percentage, and lien waiver rules to compute the current period invoice amount and payment application total. It flags any missing or inconsistent data.
The automation creates a formatted invoice and payment application document with all required fields, line items, totals, and compliance information populated from the calculation.
The automation posts the invoice and payment application details, linking them to the project and cost codes for audit and reporting.
The automation emails the invoice and payment application to the designated client and lender contacts, with the documents attached and a standard message body.
The automation records the submission timestamp, recipient, and document version in a tracking log and sends a notification to the finance team confirming completion.
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