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I will assemble your pay application and lien waiver packet
Permit Packets and COI Tracking and Pay Apps for Contractors QuickBooks
Mathew Kires — Construction Administrative Coordinator in Syracuse, NY. Monthly I coordinate 15+ permit filings (contracts, insurance, fees); weekly I process 40+ invoices and POs in Salesforce, verif...
About this Gig
A pay application that goes in incomplete comes back unpaid. The missing piece is usually a waiver, a stale schedule of values, or numbers that don't tie to last month's billing. This gig assembles your complete billing packet for one cycle so it goes out right the first time.
I update your schedule of values with this period's work, calculate retainage per your contract, and cross-check the numbers against approved change orders and prior billings the mismatch is where pay apps get stuck. Then I collect signed lien waivers from every sub and supplier on the draw: conditional for the current payment, unconditional for the prior one, tracked on a waiver log so no payment goes out uncovered. You get one organized packet, ready for your review and signature.
Forms note: if your contract requires official AIA G702/G703 documents, you supply the licensed form and I complete the packet around it I never supply or imitate AIA forms. Contractor-format billing instead? Same price.
I prepare and organize; the figures and signature are yours. I'm a construction admin coordinator this is the paperwork I do every week. Reachable 24/7 message any time.
Business type:
Solopreneurs
•
SMBs
Industry:
Construction
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Government & public sector
•
Real estate
FAQ
Do you provide the AIA G702/G703 forms?
No. AIA documents are licensed. If your contract requires the official forms, you provide them (your software subscription or a single-use license) and I do the preparation and assembly. If your job uses a standard contractor billing format, I'll work on that instead.
Where do the billing numbers come from?
You. You provide this period's completed-work percentages or dollar figures and any new change orders. I prepare, calculate retainage, update the SOV, and cross-check — you review and approve everything before it goes anywhere.
How do you collect the waivers?
I send waiver requests to your subs/suppliers with the amount for this draw stated on the waiver, collect the signed returns, and log them. Anything unsigned at packet time is flagged to you in writing — you decide whether to pay around it; I never silently skip one.
Who signs the pay application?
You do. I prepare everything up to the signature line. Certifying and signing are always the contractor's job.
My GC/owner uses their own portal or software. Can you still help?
Usually, yes — I prepare the complete packet and supporting documents, and you upload or I work from the exports. Message me with the system name before ordering so I can confirm the fit.
