Prepare a progress billing pay application with retainage
A schedule of values and monthly pay application that matches work in place, handles retainage and stored materials, and avoids rejection.
The prompt
Help me prepare a monthly progress billing (pay application) for a construction project.
Contract sum and approved change orders: [ORIGINAL AMOUNT, EACH CO AND AMOUNT]
Schedule of values: [LINE ITEMS AND SCHEDULED VALUES - or ask me to build one]
Work completed this period: [PERCENT OR DOLLARS BY LINE, WITH HOW I MEASURED IT]
Previously billed: [BY LINE]
Materials stored on site or off site: [ITEMS, VALUE, PROOF AVAILABLE]
Retainage terms: [e.g. "10% until 50% complete, then 5%"]
Format required: [e.g. AIA G702/G703-style, GC's own form]
Billing deadline and required backup: [e.g. "pencil draft by the 20th, lien waivers, certified payroll"]
Steps:
1. If needed, build a schedule of values that avoids front-loading and separates mobilization, materials, and labor so progress can be measured.
2. Fill the continuation sheet: Scheduled value, Previously completed, This period, Stored materials, Total to date, Percent complete, Balance to finish, Retainage.
3. Calculate the summary: contract sum to date, total completed and stored, retainage, less previous certificates, current payment due.
4. Check for problems an owner's rep would reject: billing ahead of actual progress, unapproved change orders, stored materials without documentation, math errors.
Return: the continuation sheet table, the summary, a backup checklist (conditional waivers, sub waivers, photos, invoices for stored materials), and a short cover email to the GC or owner.
Show all math. Do not invent numbers; mark gaps as [ADD]. Verify retainage and prompt-pay rules with my contract and my accountant.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Finance & Accounting prompts
What to fill in
- ORIGINAL AMOUNT, EACH CO AND AMOUNT
- LINE ITEMS AND SCHEDULED VALUES - or ask me to build one
- PERCENT OR DOLLARS BY LINE, WITH HOW I MEASURED IT
- BY LINE
- ITEMS, VALUE, PROOF AVAILABLE
- e.g. "10% until 50% complete, then 5%"
- e.g. AIA G702/G703-style, GC's own form
- ADD
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
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