Free pay application spreadsheet template
Type the project name, the contractor name, how many schedule lines the job has, and the retainage percent. The page builds an Excel workbook with a schedule of values sheet, a summary sheet, and an instructions sheet.
The workbook is built on this device. Nothing is uploaded.
The workbook is built in this browser tab. It holds values only, with no formulas, so it is a clean layout to fill in. The pay application builder does the calculating and checking from the same columns.
What the workbook contains
What gets checked
- The finished file is read back and has the schedule of values, summary, and instructions sheets.
- The schedule of values header row has every column, and there is one numbered row per line plus the totals row.
- The project name, contractor name, and retainage rate on the summary sheet match what was typed.
How it works
- Type four things. Project name, contractor name, number of schedule of values lines (1 to 500), and the retainage percent.
- Download the workbook. The Excel file is built in the browser. Its schedule of values sheet has the lines pre-numbered under a generic progress billing header, and a totals row at the bottom.
- Fill it in, or let the builder do the math. The workbook holds values only, with no formulas, so every cell is yours to fill. The pay application builder at /construction/pay-application/ calculates and checks the same columns.
Worked example
A made-up electrical subcontract: project Cedar Court Apartments, contractor Northfield Electric LLC, 8 schedule lines, 10% retainage. The schedule of values sheet starts like this, with every amount cell empty.
| Item | Description of work | Scheduled value | Work from previous applications | Work this period | Materials stored | Total completed and stored | Percent complete | Balance to finish | Retainage |
|---|---|---|---|---|---|---|---|---|---|
| 1 | |||||||||
| 2 | |||||||||
| 3 |
The sheet has 10 rows: the header, lines 1 to 8, and a Totals row. The summary sheet shows the project, the contractor, and a retainage rate of 10% for completed work and for stored materials.
The example uses made-up names and numbers.
Questions
Is this an official industry form?
No. It is our own layout in generic progress billing terms: schedule of values, work from previous applications, work this period, materials stored, completed and stored, balance to finish, and retainage. Your contract says which format the general contractor accepts.
Why are there no formulas in the workbook?
The file is written with values only, which keeps it simple and safe to open anywhere. The pay application builder on this site does the arithmetic, checks each line a second way, and exports a finished workbook with a certificate.
Can I add lines later?
Yes. Rows can be inserted above the Totals row in Excel, for example for change orders. The instructions sheet describes what each column holds.
Can the filled-in template be checked?
Yes. The pay application checker on this site reads the same column headers, recomputes every row, and lists any cell that differs from the math.
This tool calculates and checks numbers. It is not legal, tax, or medical advice.