Payment Application Process

Purpose

Claim payment for work carried out in a valuation period, and take it through to certification and payment.

Prerequisites

A contract or trade package with agreed payment terms.

Role required

Super Admin or Admin (create/progress). Client users can view.

Steps

1. Go to Commercial → Payment Applications → New Payment Application.
2. Choose the contract or trade package.
3. Enter the application date, valuation period, and valuation figures. See Application Valuations.
4. Save as Draft, review the figures, then Submit.
5. Once assessed, the certifying party records Certify with the certified amount — this generates a Payment Certificate automatically.
6. Once payment has actually been made, record Mark Paid.

Expected result

The application moves Draft → Submitted → Certified → Paid, with a Payment Certificate PDF generated at certification.

Linked modules

• Payment Applications
• Retention — retention accrues from certified applications
• Final Account — certified/paid values feed into it
• Calendar — statutory dates appear here

Notifications

Notifications and, if enabled, emails are sent on submission and certification.

Common mistakes

• Marking an application Paid before checking the certified amount is correct — this step is final.
• Confusing Cancel (final, only from Submitted/notice-issued states) with Withdraw (returns to Draft for correction, keeping the same number).

What to do next

Consider whether a Payment Notice or Pay Less Notice is required.