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AI Agents for Construction Pay Application Processing

AI agents for construction pay application processing collect subcontractor billings, check them against contract values and stored materials, and prepare the owner pay application for review. Project and billing teams spend their time on approvals and exceptions, not on rebuilding schedules of values.

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Challenges We Solve

Where Pay Application Processing Breaks Down

Billing teams collect subcontractor pay applications, reconcile them to the schedule of values and assemble the owner application by hand each month.

Collection
Subcontractor billings arrive late and in different formats
Subcontractors send pay applications by email in their own layouts. Project teams chase late submissions before the owner billing date.
Schedule of Values
Billed amounts are not checked against contract values
Percent complete and amounts billed to date must tie to the contract and approved change orders. Checking each line by hand is slow and misses errors.
Stored Materials
Stored materials need separate support
Invoices, storage location and insurance evidence must back each stored materials line. Missing support delays approval.
Retainage
Retainage is calculated and tracked manually
Retainage rates differ by contract and release terms. Errors compound over the life of a job.
Approvals
Approvals move by email
Project managers and owners review billings in separate threads. Nobody has one current view of what is approved.
Owner Package
The owner application is rebuilt every month
Billing staff copy figures into the owner format and attach backup. A small change upstream means redoing the package.
AI Agent Capabilities

AI Agents Built for Every Pay Application Processing Workflow

Six connected capabilities designed around your schedule of values, contract terms and owner billing format for Construction teams.

Billing Collection Agent
  • Requests pay applications from each subcontractor ahead of the billing cut-off
  • Reads amounts, percent complete and stored materials from PDFs and spreadsheets
  • Chases missing or late submissions with reminders
  • Matches each billing to the subcontract and job
  • Files every billing with its backup
Contract Check Agent
  • Compares billed amounts to the contract value and approved change orders
  • Flags billed to date above the scheduled value for a line
  • Checks that percent complete does not fall below the prior period
  • Routes exceptions to the project manager with the line and amount
  • Records the decision for each exception
Stored Materials Agent
  • Checks stored materials lines for invoices, location and insurance evidence
  • Flags lines missing required support
  • Tracks materials until they are installed
  • Prevents the same material being billed twice
  • Keeps support linked to each pay application
Retainage Agent
  • Calculates retainage by contract using the rates and release terms you define
  • Tracks retainage held and released by subcontractor and job
  • Flags releases due at substantial completion
  • Shows retainage balances for payables and project teams
  • Keeps a record of every adjustment
Approval Routing Agent
  • Routes each billing to the project manager and owner reviewer in order
  • Shows what is approved, queried or pending
  • Reminds reviewers of items near the billing date
  • Records approvals with date and user
  • Escalates items at risk of missing the cycle
Owner Application Agent
  • Prepares the owner pay application from approved subcontractor billings
  • Populates the schedule of values and continuation sheet
  • Attaches backup in the order the owner requires
  • Updates when an approved amount changes
  • Produces the package for review before it is sent
Deployment

How We Deploy Your Pay Application Processing Agent

Five steps from your first call to a validated pay application processing workflow connected to your ERP and project systems.

01
Contract and Billing Review
We map your schedule of values, subcontract terms, retainage rules, owner billing format and the way billings are collected and approved today.
✓ Schedule of values and contract term map
✓ Billing and approval workflow inventory
✓ Recommended agent architecture for your environment
BUILT FOR CONSTRUCTION PROJECT AND BILLING TEAMS

The right billing visibility for every project role

Each deployment is scoped around how a specific role depends on pay application data. Project managers, billing staff and controllers each get the outcome they need without rebuilding schedules each month.

PM
Project Manager
Stops reviewing billings in email threads. Sees every line checked against the contract.
What Changes
  • Billed amounts compared with contract and change orders
  • Exceptions shown with the line and amount
  • Approval status visible for every subcontractor
  • Reminders ahead of the billing cut-off
BILLING
Billing Coordinator
Stops chasing and re-keying. Receives collected, checked billings.
What Changes
  • Subcontractor billings collected and matched to the job
  • Stored materials support checked
  • Owner application populated from approved amounts
  • Package updated when an approval changes
CONTROLLER
Construction Controller
Stops tracking retainage in a spreadsheet. Sees balances and releases due.
What Changes
  • Retainage held and released by subcontractor
  • Releases flagged at substantial completion
  • Billed to date tied to contract value
  • Adjustment history kept
Meet Our CEO Haroon Jafree, CPA
25 years as a CFO and finance leader, designing agents around workflows he personally ran.
About WorkAgentic →
FAQ

Questions About Pay Application Processing Automation

What project managers, billing coordinators and controllers ask before the first call.

Book a Discovery Call
It uses AI agents to collect subcontractor billings, check them against contract values, stored materials and retainage terms, and prepare the owner pay application for review. Approvals stay with your project and billing teams.
Get Started

Ready to Stop Rebuilding Pay Applications Each Month?

Book a discovery call to walk through your schedule of values, your subcontract terms and your owner billing format.

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