Pay applications by Constructable

Construction pay application software for general contractors

Subs bill against their schedule of values, your team approves each invoice in order, and the owner pay app starts from their billing. Subs submit without buying a seat because we do flat pricing with unlimited users.

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The Subcontractors tab of Invoices in Constructable, grouped by billing period, with draft, under review, and approved invoices for February

Billing periods

Everyone bills on the same cycle

Set each billing period's start, end, and due dates. Only the period that contains today takes new invoices, unless someone has permission to bill into a closed one.

• Closing the month: group the Subcontractors tab by billing period and see every invoice's status for the cycle

• One period at a time: a sub can't start the next invoice on a contract until the last one is approved

• Across every job: the organization-wide invoices report lists invoices from all of your projects

The Billing Periods tab of Invoices in Constructable, listing monthly periods with their start, end, and due dates

Subcontractor invoices

Subs submit their own pay apps against the SOV

Subcontractors enter work completed, materials stored, and retainage on each SOV line of their commitment, attach their backup, and submit from a desktop, a phone, or the Constructable app.

• A change order lands mid-job: each line's billable amount includes the change orders billable by the end of the period

• Releasing retainage: Release All Retainage releases what's held on every line in one step

• Something is missing: Submit Invoice says why it's blocked, such as a prior invoice that isn't approved or an upload still running

The Edit Invoice Line Item dialog in Constructable, showing work completed this period, retention, and materials stored on a fire suppression SOV line

Approvals

Approvals in the order your company signs off

List your approvers in order in Project Settings. A submitted subcontractor invoice waits on the first approver, and each step opens only after the one before it is approved.

• The PM approves, then the controller: each approver approves or rejects their step and can add a comment

• Something's wrong: rejecting sends the invoice back to Draft, and earlier approval runs stay on the record

• An approver is out: anyone with permission to approve on behalf of others can act on their step

• Final approval: locks the invoice number and date and saves the snapshot the payment application prints from

The approval workflow on a subcontractor invoice in Constructable, with the first step approved and the second step pending with Approve and Reject buttons

Lien waivers

Lien waivers on every pay app

Each invoice carries its own conditional and unconditional waiver, and each waiver keeps its own status. An approved invoice still shows a waiver that hasn't been signed.

• Collecting from subs: send a waiver for signing, let the sub sign their own, or upload a signed copy

• Need the form: download a conditional or unconditional, progress or final waiver filled in from the invoice

• Billing the owner: create waivers on owner invoices with your own signers

Read our guide to lien waivers

The Lien Waivers block on a subcontractor invoice in Constructable, with a conditional waiver out for signing and the Download Lien Waivers menu open

Owner billing

Build the owner pay app from your subs' billing

Copy Line Items to Prime maps each line of a subcontractor invoice to a line on your prime contract SOV and adds the amounts to the draft owner invoice for the same period.

• Several subs bill this month: copy each one into the same draft owner invoice

• Before it goes out: check the current, copied, and new total on each prime line, then adjust for your contract and markup

• Cost codes stay internal: hide budget codes on owner payment applications

The Copy Line Items to Prime page in Constructable, mapping three concrete subcontractor invoice lines to the prime contract's Concrete Work line

Payment applications

Payment application PDFs ready to send

Download any invoice as a payment application with an AIA-style summary sheet and a detail sheet, plus the attachments and lien waivers you choose.

• The owner wants other columns: pick the columns and save the layout for everyone in your organization

• The lender wants every sub's pay app: Download Pay Applications packages them by billing period

• A number changes after approval: approved PDFs print from the approval snapshot, so a correction means reapproving and downloading a new file

The summary sheet of a subcontractor payment application PDF from Constructable, with contract sum, work completed, retainage, and current payment due

Payments and accounting

Record payments and sync approved invoices

Record each payment by ACH, card, check, cash, or another method and allocate it to approved invoices. When payments cover an invoice's amount due, it moves to Paid. Constructable records payments. It doesn't send money.

• QuickBooks Online: approved owner invoices sync as invoices, approved subcontractor invoices sync as bills, and QuickBooks payments can come back as Constructable payments

• Sage Intacct: approved invoices sync the way your implementation maps them

• Nothing syncs early: draft and under-review invoices stay in Constructable

A commitment in Constructable listing its invoices with approved and paid statuses above the check payments recorded against them

AI invoice import

Drop in a stack of invoice PDFs

Upload invoice PDFs in My Imports. Constructable's AI matches each one to the project, commitment, SOV lines, and billing period and creates a draft invoice for you to review.

• One invoice in your inbox: attach it to the Agent and use the Import invoice skill

• Before anything is billed: imports only create drafts, and your team still submits and approves each one

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Christian Allen, Estimator/Project Manager at Trinity Builds: Trinity Builds recently made the switch from an industry leading Project Management platform to Constructable.ai. This has been absolutely amazing. For many years, they had been the industry standard, but has neglected to keep up with cutting edge technology, as well as neglecting customer service. Constructable.ai has so many incredible usable features, including an internal AI agent that can search drawings and specs and give real time answers. One of my favorite features is the AI agent Import Bid feature, which will take an emailed bid from a sub contractor and detail the full scope of work, inclusions and exclusions, and pricing clarifications.

David Gibbs, Associate Manager of Architecture at RRM Design Group: The Constructable team truly listens to all the variety of users as they strive to develop this software to be better every day. As an architect using Constructable I can attest to the strength of the product today, and because of their collaboration vision I know it will only continue to make huge strides tomorrow.

Tom Colleran: we're reaching a cruise control with Constructable where we're making the agent a part of our process. If you haven't checked it out, Constructable is agent based.

Mark Gillett: Thank you, Molly! This program is making these projects so much easier and streamlined!

Email to Molly about Constructable submittal status: I’m not sure who requested this updated feature, but this is GREAT! Really. I love the stamp. Very helpful for the superintendent or the on-site team to know the status of the submittals while they are not always implicated in the back and forth before the review. Thank you for that.

By the way, the “Add Invoice” button that was added for sub and owner invoices on the invoice screen has been very convenient! Thanks for adding that!

Email to Emma and John: We were just going through and reviewing a few things on Constructable and noticed the Lists change and new matching Global Report! It’s awesome to see this implemented so quickly. We really appreciate the commitment to updates and improvements, and this should help streamline things for us quite a bit.

That’s actually awesome, thank you for the update. That should make it smoother for everyone.

Subcontractor email regarding the new Constructable program: just wanted to say how much I like the new system, it’s quick and easy to use and so far, easy to follow.

Hey Molly, that’s fantastic news. Tomorrow I’ll mess around with it. Lots of possibilities! Thanks for being so responsive to our requests and suggestions. We are happy customers.

Wow, the new Project Home Dashboard is awesome!!! Great job

Constructable adds a Billable On field in Change Orders so change orders can move to the invoice when needed. Replies: This is awesome, thank you! and Yes, very helpful!!!

Many thanks for the smooth transition and emailing all sub-contractors / vendors.

Jennifer Sears, Operations Administrator: If you know me well, you will be surprised that I'm recommending a program that has a lot of AI features. And I'm loving this program! After suffering through a couple of older project management platforms, Constructable.ai is in a league of its own! In an industry where communication, coordination, and access to accurate information can make or break a project, having a platform that helps keep everything organized and accessible is a huge advantage. Constructable.ai does a great job of bringing project information together in one place, making it easier for teams to stay aligned, find what they need, and make informed decisions without wasting time digging through emails, folders, and disconnected systems. For contractors looking for ways to improve efficiency, communication, and overall project organization, Constructable.ai is definitely worth checking out. If you would like an introduction to the absolutely rock star Constructable.ai Team, let me know. I'll hook you up! I promise, you will be impressed.

Luigi La Corte, Co-Founder and CEO of Provisio: Molly Abbott, Emma Nazim and the Constructable team have one of the most thoughtful solutions I’ve seen in construction tech. I was really blown away by how much they’ve built and how happy their customers were based on our initial conversations. I’m super pumped for their latest launch and looking forward to seeing them crushing it even more than they are now. If you are a PM and you’re looking for best-in-class project management software, do contact Molly and Emma.

Email to John: That deep dive was such a valuable session specifically because of how you ran it. You came out to listen. They didn’t just take away Constructable knowledge but saw how you use Claude. To the whole Constructable team: thank you for being the kind of partner we point to when people ask what a good vendor relationship looks like. You listen, you take feedback seriously, and you keep shipping updates that make the product better for the people using it in the field and in the office.

Customer asks if Superintendents can view Timecards. Molly replies On it! Done! Customer: You’re the absolute best!!! :-)

Everyone loves Constructable! Keep kicking ass! Bidding a job in Carlsbad right now and these subs who don’t know us are really liking it. Also, one of the subs down there bidding my job is already using Constructable on a project with another contractor. Very cool!

This is Absolutely AWESOME!!! Thank you Molly!!

Hey Constructable Team — I’m using the updated subcontractor invoice attachment download options and esigning waivers and wanted to thank you for implementing these features! It’s really streamlining things!

Random encounter — I was out yesterday and heard a couple of folks discussing Constructable vs Procore. Sounds like things are going well!

Constructable rocks! I am so happy to have found you and to have made the switch.

Constructable is the real deal! Everyone loves it as far as the feedback I’m hearing.

The team absolutely loves Constructable. The AI feature, among so many others, are so helpful and easy to use, both in the field and in the office. Keep up the good work!!!

Emma — I’m using Constructable on my remodel. Love this thing. Great work!

Excellent! Thank you so much for all of your help and hard work to get this done so quickly. We greatly appreciate you all! My team has been getting in and surfing around. They are all loving it! Especially the little Easter eggs. I haven’t seen it yet, but the guys are all talking about it.

Dick Gray, President / CEO / Partner at MLGP: Can’t say enough good things about our partnership with Molly Abbott and Emma Nazim and the rest of the Constructable crew — we are a better GC because of you all!

Miguel Melo, General Superintendent at The Eminence Group: Talk about a seamless transition when my company decided to board with Constructable as our construction management platform. The training process was immaculate, the interface was very familiar and intuitive, and we had a great surprise when we requested rich-text formatting for the daily log to color code certain information and had it implemented the following day. The built-in tools are also something good. Take-off tools, budgets, schedules, and their AI search tool takes everything to the next level. Entirely happy that we made the switch.

Justin Cohen: Thanks Molly! Constructable is my favorite app to hit if I can’t make it on-site to see all the work done.

Thanks for your help, and for the quick personal assistance. We have all been amazed at the level of support we have received so far. Huge thanks to you and your team!

Molly updates access so a teammate can manage the company directory and merge companies. Customer: Thank you so much! I can’t begin to tell you how much I appreciate you and your team!!! Molly: We feel the same way about you all!

Hi!! You guys already got Constructable ready for Claude?! So exited!! Tell me more

I have something to share with you guys that I just did on here and I was using the chatbot function for our site. And it gave me the exact location that I had previously figured out using Math. Where the floor penetration would be so the math checks. It’s pretty cool.

Hello Molly, 4:47pm request, completed at 4:51pm…. sorry Molly that’s just not fast enough! All jokes aside, thank you!

Molly, just wanted to send a huge thank you for coming in and absolutely crushing the Constructable training with our team yesterday. Seriously, it felt more like a masterclass than a walkthrough. You did an awesome job breaking everything down in a way that actually clicked for everyone, and the energy and knowledge you brought made a big impact. We really appreciate you taking the time to answer questions, share tips and tricks, and help us connect the dots on how to make our workflows smoother and more efficient.

We were discussing construction management software over the weekend and he was very impressed with the capabilities of Constructable. Emma, Molly and John are the founders at Constructable. I cannot say enough good things about how helpful they have been since we joined Constructable as a user. The software speaks for itself, and their responsiveness to user feedback is unmatched.

Thank you Molly, I really like Constructable compared to Procore

Hello Molly, thanks for doing that. I logged in on my phone, and everything looks great! I am very excited to start using Constructable! Everything was quick to display, and I even added a photo album. It looked like everything was there and very simple to navigate which is extremely important. I also noticed Sunbelt Rentals and Best Block had their logos next to their names.

OMG! I can reorganize drawing disciplines. Thank you Thank you!

Frequently Asked Questions

Can subcontractors submit their pay applications directly in Constructable?

Yes. Subs log in, open their commitment, and enter work completed, materials stored, and retainage against each SOV line for the billing period. They attach their backup and select Submit Invoice from a desktop, a phone, or the Constructable app. See the Invoices help article for the full workflow.

How does retainage work, and can I release it all at once?

Each SOV line carries a retention rate that starts from your organization default, and each invoice line holds or releases retainage for that period. Release All Retainage releases the held retainage on every line of the invoice in one step, including lines a deductive change order reduced to $0.

Can I set up a sequential invoice approval workflow?

Yes. List your approvers in order in Project Settings. Each submitted subcontractor invoice waits on the first approver, then moves to the next. The current approver can reject it back to Draft. Without a list, anyone with permission to approve invoices can approve them. Owner invoices skip the workflow.

Can I collect conditional and unconditional lien waivers with each invoice?

Yes. Turn on lien waivers and each invoice gets a conditional and an unconditional waiver. Send a waiver for signing, let the sub sign their own, or upload one they already signed. Each waiver keeps its own status, separate from the invoice. Read our guide to lien waivers.

Can I build the owner pay application from my subcontractors' invoices?

Yes. Copy Line Items to Prime maps each line of a subcontractor invoice to a line on your prime contract SOV and adds the amounts to the draft owner invoice for the same billing period. Review the copied amounts before you submit, because your owner contract and markup differ from the subcontract.

What does the payment application PDF look like, and can I customize it?

The default PDF has an AIA-style summary sheet and a detail sheet with every SOV line, and you can add the invoice attachments and lien waivers. To change it, pick the columns you want and save the layout. Saved layouts are shared across your organization, so every project can use them.

Does it sync with QuickBooks or Sage Intacct?

Yes. With QuickBooks Online, approved owner invoices sync as invoices and approved subcontractor invoices sync as bills, and QuickBooks payments can come back as Constructable payments. With Sage Intacct, approved invoices sync the way your implementation maps them. Draft and under-review invoices never sync.

Can AI read a PDF invoice and enter it for me?

Yes. Upload a stack of invoice PDFs in My Imports, or attach one to the Agent with the Import invoice skill. It matches each invoice to the project, commitment, SOV lines, and billing period and creates a draft for your review. Imports never submit or approve an invoice for you.

Do subcontractors have to pay for a seat?

No. Every Constructable plan includes unlimited users, so you can invite every sub on the job to submit their own pay apps at no extra cost.

Which plan includes invoicing?

Invoicing is part of Budgeting and Financials on the Field, Project, and Financial Management plan, at a flat $3,500 per month with unlimited users. It isn't included in the Field Management or Field and Project Management plans. See pricing.

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