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Payment Applications

What this is

A payment application is a claim for payment for work carried out in a given valuation period, raised against either a project's main contract or a trade package.

Who can use it

Super Admin and Admin create and progress payment applications. Client users can view them.

Where to find it

Project → Commercial → Payment Applications tab.

Before you begin

Have ready:

  • Which contract or trade package the application is against.
  • The valuation period covered.
  • The measured works value for the period, plus any variations or materials on site to include.

How to create a payment application

  1. Select New Payment Application.
  2. Choose the source: the main contract, or a specific trade package.
  3. Enter the Application Date (required) and, optionally, a Reference.
  4. Enter the Valuation Period Start and End.
  5. Review or adjust the calculated Payment Due Date, Final Date for Payment, Payment Notice Deadline, and Pay Less Notice Deadline — these are pre-filled from the contract's payment terms where available.
  6. Enter the Current Gross Valuation and Less: Retention.
  7. Save as draft, or continue to add a full valuation breakdown — see Application Valuations.

Statuses

Status Meaning Set by
Draft Still being prepared; fully editable. Created this way, or after Withdraw
Submitted Formally submitted for assessment. Submit
PN Issued A payment notice has been issued against it. Issuing a payment notice
PLN Issued A pay less notice has been issued against it. Issuing a pay less notice
Certified The certifying party has certified an amount. Certify
Paid Payment has been recorded. Mark Paid (terminal)
Cancelled Withdrawn from the process entirely. Cancel (terminal, only from Submitted/PN Issued/PLN Issued)

Key actions

  • Submit — moves a draft application to Submitted.
  • Withdraw — moves a submitted application back to Draft for correction. This keeps the same application number; SureSign records how many times an application has been withdrawn.
  • Certify — records the certified amount and generates a Payment Certificate PDF automatically.
  • Mark Paid — records that payment has been made. This is a final step; a paid application cannot be changed further.
  • Cancel — available only from Submitted, PN Issued, or PLN Issued. Not available on a draft or a certified/paid application.
  • Delete — only available on Draft or Cancelled applications (this removes it from your active list without destroying the underlying record).

Marking as paid is final

Once an application is marked Paid, it cannot be edited further. Double check the paid amount, date, and reference before confirming.

What happens after you save, submit, or certify

  • Save as draft — nothing else changes; you can keep editing.
  • Submit — the application becomes visible for assessment; certain fields may become locked from casual editing.
  • Certify — a Payment Certificate PDF is generated automatically, and the certified amount feeds into later applications' "previous certified" figures and into the Final Account.

What other modules this affects

Common mistakes to avoid

  • Forgetting to check the pre-filled statutory dates against your actual contract terms before submitting.
  • Cancelling an application when what you actually meant to do was withdraw it for correction — cancelling is intended to be final; withdrawing keeps the same application number and lets you resubmit.

What to do next