Working with your Billing Workflow for Subcontractors

  1. Your Billing Workflow tabs: Tabs help you navigate through the billing workflow. The tabs you see depend upon project settings set by the Main Contractor.

    Tabs include:

    • Stored Materials: Only available when projects use the Track Stored Material Detail project setting. Enter amounts to track materials used and stored on and off site during the period.
    • Progress: Only available when the period allows progress billing. Track work completed during the period.
    • Retention: Only available when the period allows retention billing. Request previously held retention.
    • Record Sub-Tiers: Conditionally available depending on documents chosen by the Main Contractor. Record payments made to Sub-Tier Subcontractors during the period. You can also use this tab to add Manual and VAT Invoice Sub-Tier Subcontractors or Suppliers.
    • Additional Information: Only available when a project tracks either drug testing or hours worked information. If a project includes both settings, you will see fields for both on this tab.
    • Review: View a summary of the billing you entered for the period. Information includes progress and retention billing. If your company participates in an Textura Payment accelerator (TPA) programme, you will also see associated fees and payments. This is the last step in the billing progress before you sign your period documents. You must enter a payment application number before your company Signer can apply a signature to the payment application and associated documents.
  2. Net This Period: A running balance of the net payment application for the period appears in the page header.
  3. Decline to Apply button: Choose to not submit a payment application this period.
  4. Add Variations button: Add variations to the contract as new line items on the payment application.
  5. Save & Continue button: Save the current tab and progress to the next tab in your Billing Workflow. You can return to a previous tab at any time before signing your period documents.
  6. Search and Filters: Available on the Stored Materials, Progress, and Retention tabs. Easily find specific line items. You can also choose which line items you can see by changing the Table View.
  7. Revert Button: Discard changes made to the payment application since the last time you saved the tab.
  8. Save Button: Save your progress.
  9. More Menu
    • Contract Level Changes: Use the Contract Level Changes option to quickly edit billing amounts across the entire payment application. As long as retention or progress billing are not locked for the current period, you can enter a percentage to change either the percent complete or retention held across all line items.

      If this is the final payment application you plan to submit and you have completed all work on a project, you can select the Bill Full and Final tick box. When you select this tick box, the application will automatically request all previously held retention and update billing totals to reflect 100% completion. Not available on the Stored Materials tab.

    • Export CSV: Export an Excel document of the current payment application.
    • Upload Billing Amounts: Import a CSV file with payment application amounts. When you upload a file, the application will automatically enter your information into the payment application table. Download a template to ensure your document is formatted correctly for seamless integration. Not available on the Stored Materials tab.
    • Clear Entire Payment Application: Return all current billing amounts to 0.00. Not available on the Stored Materials tab.
  10. Payment Application Table: Available on the Stored Materials, Progress, and Retention tabs. A list of billable line items based off of the lines you originally edited in your Work Breakdown. View previous and current billed amounts and enter your billing for the current period.

    You can also add payment application attachments to any line item in your payment application table from the Attachments column (not pictured). All file types are acceptable. Recommended types include:

    • PDF
    • XLS
    • CSV
    • DOC
    • PNG
    • JPEG
  11. Expand Symbol: When you contract a line to an on-system Sub-Tier, you can select the Expand Symbol to show Sub-Tier billing details. These details roll-up into your payment application details for the line item. Select the contract number to see Sub-Tier billing information in a dialogue box.