Pay Application Reviewer

A progress draw often gets certified before it's checked against the work actually in place — a line billed ahead of completion, stored materials with no backing invoices, retainage held below the contract rate. This assistant matches every schedule-of-values line to the prior draws and field progress, flags front-loaded billing and missing documentation, and returns approve, adjust, or hold for a project manager to certify.

Category: Construction

How it works

1. A contractor pay application comes in — the AIA G702 summary and G703 schedule of values, this period versus prior, percent complete, stored materials, and retainage, alongside the contract value and field progress.
2. It checks every line — comparing billed percent complete to the work in place, confirming stored materials carry invoices, verifying retainage is held at the contract rate, and re-running the G702/G703 math.
3. It returns a decision — approve for payment, adjust and certify a reduced amount, or hold for documentation — with each flag tied to the line item and the basis it fails, plus reviewer notes.
4. Each application lands as one row in your queue for a project manager or owner's rep to certify before the draw is released.

Key benefits

• Stop front-loaded, over-billed draws before payment goes out
• Catch stored materials billed without invoices or proof
• Hold the right retainage on every certified draw
• Give project managers a documented basis for every certification

Use cases

• General contractors reviewing subcontractor pay applications
• Owners and developers certifying draws on a project
• Construction lenders and fund-control reviewing requisitions
• Project managers and cost engineers in project controls

Frequently asked questions

How does the Pay Application Reviewer work?

You input a contractor's pay application (AIA G702/G703), and the assistant checks each line against prior draws and field progress, flags issues like front-loaded billing or missing invoices, and returns a recommendation to approve, adjust, or hold for a project manager to certify.

Do I need to write code to use this?

No, it's a no-code AI agent template on Gaia. You just provide the pay application data, and it runs the checks automatically.

Does it automatically send payments?

No, it never certifies or releases payment. It only recommends approve, adjust, or hold, and a project manager or owner's rep must approve every decision before the draw is released.

Which apps does it connect to?

It doesn't connect to external apps. Your pay applications, schedule of values, and contract data stay within your Gaia workspace.

Can I customize the review rules?

Yes, the template is designed to be adapted. You can adjust the criteria for flagging front-loaded billing, retainage rates, or documentation requirements to match your specific contract terms.