How to Create and Submit a Pay Application

Pay Applications (Pay Apps) are the billing mechanism in TraxPhase. The General Contractor (GC) creates and submits them; the Engineer of Record (EOR) reviews and certifies them. Both parties sign the final document.

Before You Start

Make sure your project has line items set up. Pay apps bill against those line items. If you haven't added line items yet, see Working with Line Items.

Steps

1. Open the project and go to Pay Apps

Navigate to your project and click the Pay Apps tab.

2. Create a new Pay App

Click New Pay App. TraxPhase will pre-fill:

• The next sequential application number
• Default retainage percentages from your project settings
• Prior billed amounts from previous approved pay apps

3. Fill in line item billing

All active line items from your project's schedule of values are loaded automatically — you do not add them manually here. For each line item, enter:

• Bill this period (%) — the percentage of the scheduled value you're billing this period. The dollar amount is calculated automatically.
• Materials ($) — materials stored on-site but not yet installed (optional; enter a dollar amount).

TraxPhase calculates the current payment due automatically and will alert you if any line would exceed the contracted amount.

4. Add photo backup (optional)

Select field photos from time entries logged during this billing window to include in the pay app PDF. Photos are pulled from work already logged by your field crew — you can curate which ones to include. Unselected photos are excluded.

5. Submit for EOR review

Click Submit pay app. The pay app locks for editing and a PDF is generated. The EOR is notified to begin their review.

What Happens Next

The EOR reviews your pay app and will either:

• Approve it — certification amount is set and the pay app moves forward
• Request changes — you'll be notified; the pay app unlocks for edits. Make corrections and resubmit.

Once approved, click Upload Signed to upload your wet-signed PDF, and the EOR countersigns to execute it.

Pay App Statuses