G702/G703 Software: Generate Pay Applications From Field Data

Every month on lump-sum and stipulated-sum work, the same ritual: assemble quantities, fight spreadsheet formulas, defend numbers to an owner’s representative. AIA-style billing is arithmetic wrapped in sworn paperwork — which makes it ideal for automation and uniquely painful by hand. Purpose-built G702 G703 software flips the workflow: instead of assembling a document from scratch each period, you generate it from production data that already exists.

The Two Documents, Briefly

• G702 (Application and Certificate for Payment) — the sworn summary: original contract sum, net change from approved change orders, current contract sum, total completed and stored to date, retainage, and net payment requested
• G703 (Continuation Sheet) — the line-item engine behind the summary: every pay item with scheduled value, previously completed and stored, work completed this period, materials stored presently, percentage complete, and balance to finish

The recurring math trap: “this period” equals current earned minus everything previously applied for. Last month’s rounding error compounds forever unless the underlying data stays consistent (full mechanics here).

From Production Data to Continuation Sheet

On schedule-of-values and unit-price work, most G703 cells are derivable rather than typed. Quantities installed this period come from field production tracking; multiplied by scheduled unit prices, the rows complete themselves. Stored materials are entered once with supporting documentation, then carried until incorporated. Continuation sheet automation handles:

• Completed-and-stored-to-date columns rolled forward from prior applications
• This-period calculations derived, never retyped
• Percentage complete computed per line and weighted into the summary
• Balance-to-finish reconciling to the remaining contract sum

Column	Source
Scheduled value	Contract SOV, adjusted by approved change orders
Work completed this period	Field production quantities × unit price
Materials stored	Entered once with documentation, carried until placed
% complete to date	Earned to date ÷ scheduled value
Balance to finish	Scheduled value − total completed and stored

When quantities come from the same system tracking crew production daily, the pay app becomes a report instead of a project (unit-price billing mechanics).

Retainage Math Done Right

Retainage errors are among the most common reasons owners reject applications. The generator must honor contract terms exactly:

• Withhold at the contracted rate — commonly 5–10% — applied per line or per application as the terms dictate
• Respect reduction triggers: completion thresholds, milestone step-downs, or certificate-based releases
• Track retainage per line item, since owners increasingly audit that detail
• Release correctly when stored materials are incorporated into the work

Get the mechanics wrong once and every subsequent application inherits the correction (retainage deep dive).

Change Orders Flow Into the Application Automatically

Approved change orders raise the contract sum and either extend existing lines or add new ones. Unapproved changes stay off the application — but remain visible internally as pending exposure. Manual processes constantly mix these up: billing unapproved COs invites rejection; forgetting approved ones leaves money unclaimed. Automation enforces the sequence — approved enters the application, pending enters the pipeline report, and nothing else does either.

Why Generation Beats Assembly

• No formula rot — spreadsheets mutate over months of copy-paste; generated output doesn’t
• Audit trail — every application traces to the production records behind it
• Speed — draft on day one after cutoff, review midweek, submit on time
• Consistency — prior-application columns always tie to what was actually submitted

Owner’s representatives notice the difference. Applications that foot, cross-cast, and reconcile cleanly to the contract build the kind of trust that tends to get paid faster.

BidSync AI generates G702/G703 pay applications directly from live production and job cost data — quantities, stored materials, change orders, and retainage all originate in the same system the field uses every day. Configure your forms once, then submit with confidence: see pay application features or schedule a demo.