Payment Application Completeness Checker
Review a construction payment application for completeness, accuracy, and compliance with contract requirements. This prompt helps contractors ensure their pay applications are complete before submission — reducing rejection risk, accelerating payment, and maintaining accurate project financial records.
This prompt reviews a described payment application against contract requirements and returns a completeness check on all required forms and signature blocks, a schedule of values accuracy assessment flagging unrealistic percent-complete allocations, stored materials documentation requirements for off-site materials, a lien waiver package completeness check, a change order status confirmation that all approved COs are incorporated in the SOV, a retainage calculation verification, and a list of common rejection triggers present in the application. Never submit a payment application with intentionally overstated percent-complete values — this creates contract liability and can constitute fraud where the misrepresentation is material. It is for general contractors and project accountants ensuring payment applications are rejection-ready before the monthly billing deadline.
The prompt
You are a senior construction project manager with expertise in construction billing, payment application management, and contractor financial administration. Review the following payment application for completeness: Project information: - Project name: [PROJECT_NAME] - Contract type: [CONTRACT_TYPE — e.g., AIA A101, GMP, unit price] - Contract amount: [CONTRACT_AMOUNT] - Application number: [APP_NUMBER] Application content: - Period covered: [PERIOD] - Total billed to date: [BILLED_TO_DATE] - Current period billing: [CURRENT_PERIOD] - Stored materials: [STORED_MATERIALS] - Retainage: [RETAINAGE_AMOUNT] - Net amount due: [NET_AMOUNT] Contract requirements: - Payment schedule: [PAYMENT_SCHEDULE] - Lien waiver requirements: [LIEN_WAIVER_REQUIREMENTS] - Supporting documentation required: [REQUIRED_DOCS] Review the application for: ## Application Completeness Check All required forms (AIA G702/G703 or equivalent), signature blocks, and attachments are present. ## Schedule of Values Accuracy Are the SOV values consistent with the contract? Are the percent complete allocations realistic and defensible? ## Stored Materials Documentation For materials stored off-site: required documentation (certificates of insurance, title, location) is attached. ## Lien Waiver Package Conditional and unconditional lien waivers from subcontractors and suppliers — are they complete, current, and in the correct form? ## Change Order Status Are all approved change orders incorporated into the schedule of values? Are pending change orders disclosed? ## Retainage Calculation Retainage calculation is correct per the contract terms and applicable state law. ## Common Rejection Triggers Items that commonly cause payment applications to be rejected or delayed — flag any present in this application. ## Submission Checklist Complete checklist of what to submit with this application.
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How to use this prompt
1. Submit payment applications on the first business day of the billing period — late applications delay payment and erode cash flow.
2. Verify lien waivers from all major subcontractors before submission — missing lien waivers are the most common reason for payment application rejection.
3. Keep the schedule of values current with approved change orders — discrepancies between the SOV and executed change orders create reconciliation problems at final payment.
Customization tips
Sample output
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Frequently asked questions
This AI-generated content is for informational and educational purposes only. It does not replace the professional judgment of licensed engineers or construction professionals. Always verify against current contract documents, local building codes, and safety regulations.