If paperwork mistakes are holding up your payments, you’re not alone. In construction, the AIA G702 and G703 forms are key to getting paid, but they can be confusing and time-consuming. These forms track your work, manage retainage (the money withheld until the job is done), and help ensure smooth payments.
The problem? Even small errors can cause frustrating delays. But don’t worry—this guide will walk you through exactly how to fill out these forms correctly, step by step. Imagine getting paid on time, keeping your cash flow steady, and spending less time buried in paperwork.
We’ll also introduce PayApps, a simple digital tool that takes the hassle out of managing payments. Let’s dive in and make sure you get paid faster with way less stress!
Step by Step Instructions for Filling Out the AIA G702 Form
1. Project Information
• Owner’s Name and Address: Write the name and address of the person or company who owns the project.
• Contractor’s Name and Address: Enter the name and address of the contractor requesting payment.
• Architect’s Name and Address (if applicable): If there’s an architect involved, add their name and address.
• Project Title: The title or name of the project.
• Application Number: Assign a unique number to this payment request to track it.
• Billing Period: State the time period (start and end dates) you’re asking to be paid for.
• Contract Date: Include the date the contract was signed.
2. Application Information
• Contract for: A short description of the work and materials you’re requesting payment for.
• Contract Number: If there’s a contract number, include it here.
3. Schedule of Values
• Breakdown of Costs: List the costs for different project tasks like labor, materials, and equipment.
• Total Value: Ensure the total here matches the original contract amount.
4. Previous Certificates for Payment
• Application Numbers: Include the numbers for any previous payment requests.
• Periods Covered: Mention the time periods these payments were for.
5. Current Payment Due
• Work Completed: Calculate how much work has been completed and its value.
• Retainage: If any money is being held back until the job is finished, note that here.
• Total Current Payment Requested: Add up the amount you’re requesting, including any deductions or retainage.
6. Change Orders
• Change Order Summary: If there have been any changes to the contract (like extra work), describe them, along with any changes in cost.
• Line Item Adjustments: Adjust the costs in the schedule of values to reflect these changes.
7. Certification
• Signature: The contractor signs to confirm all information is accurate.
• Architect’s Certification: If needed, the architect will review and sign to confirm the form.
8. Review and Submit
• Double-Check: Make sure everything is correct.
• Documentation: Attach any supporting documents, like receipts or proof of expenses.
By following these steps, you’ll be able to fill out the form properly and make the payment process easier for everyone involved. It helps keep things clear and organized between the contractor and project owner.
Step by Step Instructions for Filling Out the AIA G703 Form
1. Application Information
• Start by adding basic details about the project, such as the application number, the date, and the billing period. You can find this information on the AIA G702 form. Also, don’t forget to include the project number.
2. Table of Work and Values
This is where you break down the work and costs. Here’s how to fill it out:
• Column A: Item Number – Give each task or work item a number (1, 2, 3, etc.).
• Column B: Description of Work – Write a brief description of each task or work item.
• Column C: Scheduled Value – Enter the planned cost for each work item. This should match your original estimate, unless something has changed.
• Column D: Work Completed from Previous Application – Enter how much work was completed from your last report.
• Column E: Work Completed This Period – Enter how much work was completed this time (don’t include payments or materials that haven’t been used yet).
• Column F: Materials Presently Stored – If you have materials stored on-site that are ready to be used, put their value here.
• Column G: Total Completed and Stored to Date – Add up the amounts from Columns D, E, and F to get the total work completed and materials stored so far.
• Column G%: Percentage of Completion – To see how much of the work is done, divide the value in Column G by the scheduled value in Column C.
• Column H: Balance to Finish – Subtract the total in Column G from the scheduled value in Column C to figure out how much work is left to complete.
• Column I: Retainage – If any money is being held back until the project is fully done (called retainage), enter that here. If not, leave it blank.
3. Final Totals
• If your table goes onto multiple pages, make sure to include the totals on the last page. The total in Column C should match the original contract amount (with adjustments for any changes).
4. Review and Submit
• Double-check everything to make sure it’s accurate. Review your calculations and compare the info with the AIA G702 form. Once it all looks good, submit the G703 form along with the G702 form to request payment.
By following these steps, you’ll be able to complete the AIA G703 form correctly and ensure everything is set for payment!
PayApps is the Easiest and Most Effective Alternative to G702 and G703 for Construction Documentation
PayApps makes it easier for construction companies to get paid quickly and accurately. Instead of dealing with paper forms (like AIA G702 & G703) and manually crunching numbers, PayApps automates the process. It pulls details from project schedules, change orders, and payment holdbacks to ensure everything adds up correctly. This cuts down on errors and speeds up approvals. Plus, all records are stored digitally, so nothing gets lost. It also syncs with the general contractor’s financial system, making sure payment requests match up and are ready for approval.
Final Thoughts
Now that you know how to fill out AIA G702 and G703 forms the right way, you’re one step closer to avoiding delays, getting paid on time, and keeping your cash flow steady.
But let’s be honest—doing all this paperwork by hand is a hassle. It eats up time and increases the chance of errors.
Why spend hours filling out forms when there’s an easier way? PayApps handles the whole process for you, ensuring your forms are accurate, automatically calculated, and ready for approval in no time.
The smartest contractors are already using better tools to speed up payments—don’t get left behind! Click below to see how PayApps can help you ditch the paperwork, reduce errors, and get paid faster.
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FAQ
How to bill for retainage on AIA form?
To bill for retainage using AIA forms G702 and G703, fill out G702 with project details, the total contract amount, and retainage withheld. Then, complete G703 to list completed work, costs, and retainage. Double-check your numbers, submit both forms for approval, and once approved, the payment process moves forward. G702 is the summary, G703 is the breakdown get them right, and you’ll get paid on time!
What is AIA billing?
AIA billing streamlines construction payments using AIA’s G702 and G703 forms, ensuring clarity, consistency, and transparency. It helps contractors detail work, request payments efficiently, and allows owners to verify costs and track progress.
