Pay applications move through several statuses from creation to payment. Understanding this lifecycle helps you track your billing and identify where action is needed.
Status Overview
Every pay application in RIVET follows this progression:
| Status | Description | Can Edit? | Next Status |
|---|---|---|---|
| Draft | Work in progress, not yet submitted | Yes | Submitted |
| Submitted | Sent to GC for review | No | Under Review / Approved / Rejected |
| Under Review | GC is actively reviewing | No | Approved / Rejected |
| Approved | GC and/or Architect approved | No | Paid |
| Rejected | Returned with corrections needed | Revision only | Submitted (after revision) |
| Paid | Payment received | No | Complete |
Draft Status
When you create a new pay application, it starts in Draft status. This is your working state where you:
- Enter progress on line items
- Add materials stored values
- Review calculations
- Generate and preview documents
Take Your Time
Actions Available in Draft
| Action | Description |
|---|---|
| Edit progress values | Update work completed and materials stored |
| Change period dates | Adjust billing period start/end |
| Generate preview PDFs | Download draft documents for review |
| Delete the draft | Remove if not needed |
| Submit to GC | Send for approval (locks editing) |
Submitted Status
Once you send the pay app to the GC, it moves to Submitted status. The application is now locked for editing.
What Happens
- Submission date is recorded
- Pay app is locked from editing
- GC receives the application
- Timer starts for expected response
Need to Make Changes?
Under Review Status
This optional status indicates the GC has acknowledged receipt and is actively reviewing your application.
Typical Review Activities
- Field verification of progress claimed
- Math review and verification
- Comparison to project schedule
- Lien waiver verification
- Architect review (if required)
Approved Status
When the GC (and Architect, if required) approves your pay application, it moves to Approved status.
What Approval Means
- GC agrees with your progress claims
- Payment will be processed
- May differ from requested amount (partial approval)
Approval Certificate
The approved G702 typically includes signatures from:
- Contractor (you)
- GC's authorized representative
- Architect (on some projects)
Partial Approval
Rejected Status
If the GC returns your pay application with requested changes, it's marked as Rejected.
Common Rejection Reasons
| Reason | How to Fix |
|---|---|
| Progress exceeds visible work | Reduce claimed percentages |
| Missing documentation | Attach required documents |
| Math or calculation errors | Review and correct formulas |
| Missing lien waivers | Generate and attach waivers |
| Expired insurance certificates | Provide current certificates |
Handling Rejection
- Review the GC's comments
- Create a revision in RIVET
- Make the requested corrections
- Resubmit the revised pay app
Act Quickly
Paid Status
The final status - payment has been received. This completes the billing cycle for this period.
Recording Payment
- Receive check or ACH deposit
- Open the pay app in RIVET
- Click Record Payment
- Enter payment date and amount
- Add check number or reference (optional)
Unconditional Lien Waiver
After receiving payment, you'll typically need to provide an unconditional lien waiver. RIVET can generate this for you with the payment details included.
Visual Workflow
The typical pay application flow:
| Step | Status | Owner |
|---|---|---|
| 1 | Draft | You create and edit |
| 2 | Submitted | You submit to GC |
| 3 | Under Review | GC reviews |
| 4a | Approved | GC approves payment |
| 4b | Rejected | GC requests changes (return to step 1) |
| 5 | Paid | You record payment |
Tracking History
RIVET maintains a complete history for each pay application:
- Status changes with timestamps
- Who made each change
- Notes and comments
- All generated documents
Reporting on Status
Use RIVET's reporting features to see billing status across all projects:
| Report | Shows |
|---|---|
| Pending Approval | Pay apps waiting for GC action |
| Awaiting Payment | Approved but not yet paid |
| AR Aging | How long payments have been outstanding |
Set Reminders
Next Steps
Learn more about related topics:
- What is retainage? - How it affects your payments
- Lien waiver types - Which waivers you need with pay applications
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