Free Pay Application Template With Schedule of Values

• Schedule of values sheet: ten base-contract lines and three change-order lines, each with scheduled value, from previous applications, work this period, materials presently stored, completed and stored to date, percent complete, balance to finish and retainage for reference.
• Application sheet: project, parties, application number, period, retainage rate and previous payments, then the nine summary lines from original contract sum to balance to finish.
• Checks: a cell that flags any line billed past its scheduled value, and one that confirms the amount due equals this period's work and stored materials less this period's retainage.
• Signature lines for the contractor and for whoever approves the payment.

Retainage on the summary is rounded once, on the total, to the cent. The per-line retainage column is for reference and can differ from the summary by a cent from rounding.

1. First month only: type your approved schedule of values into the Item, Description and Scheduled value columns, and set the retainage rate.
2. Each month, copy last month's "Completed and stored to date" into "From previous applications", then clear this period's work and stored materials.
3. Enter work completed this period and materials stored on site (or off site, if your contract allows it) for each line.
4. Add each approved change order as a new line in the change-order block. Leave pending changes off.
5. On the Application sheet, enter previous payments: the total earned less retainage on your last application.
6. Check the two check cells, attach the lien waivers and backup your contract asks for, sign and send.

Step-by-step guidance for each line: how a subcontractor fills out a pay application. If you're the GC checking one, see how to review a subcontractor's pay app.

The example is a fictional $240,000.00 plumbing subcontract with one $4,850.00 change order, on its third pay application at 10% retainage: $118,825.00 completed and stored to date, $11,882.50 retained, $106,942.50 earned less retainage, $65,520.00 previous payments and $41,422.50 due. Every formula was checked against those hand-worked figures.

Your contract decides the form. Some owners require their own forms or the AIA documents; the AIA notes that its G702 is designed for a contractor with a direct agreement with the owner (AIA G702 summary), and owner specifications often add notarization, waivers and stored-material documents (University of Houston, Section 01 29 00). Use this workbook where a contractor-prepared form is accepted.

On Conflo's pay apps, the same figures are calculated for you from the schedule of values and earlier pay apps: a sub enters percent complete and stored materials per line, the GC reviews it, and approved billing rolls into the owner pay app.

A pay application is the same arithmetic every month; a workbook that does it and checks it saves the errors that send a pay app back.

When you're ready to stop copying columns month to month, join the waitlist.

Join the waitlist as a subcontractor

1. Summary: G702–1992, Application and Certificate for Payment — AIA Contract Documents (The American Institute of Architects). Read October 16, 2026.
2. Section 01 29 00, Payment Procedures (master construction specification) — University of Houston, Facilities Planning and Construction. Read October 16, 2026.