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Aia invoice form for Personnel

have you ever wondered how to send the most professional pay applications invoices to your sophisticated clients well in this video i'm going to break it all down and again the link for this template is in the description [Music] so this is extremely important especially if you have a sophisticated client this could be done for residential it also of course needs to be done if you're doing anything in the commercial realm of construction this is the same excel file that i've used to build the 40 000 square foot auto dealership renovation for a multi-billion dollar company all the way down to the doctor's office the orthodontics office the bank this inside of walmart the smaller little projects the tenant improvements that i've done okay so the first step is to download it jesselandconsulting.com has all the templates that you need you guys have bought like three or 400 downloads so far on this thing which is absolutely insane thank you so much so if you have this template already go ahead and open it and remember to enable macros so you'll click the template here and this little screen pops up so you want to make sure to enable macros macros are just something that was built into this spreadsheet so there's buttons you can click and it just writes code automatically so make sure to enable macros unless or else those buttons won't work okay so when you first open this spreadsheet you're going to see all these things then the right side of the page here is just a bunch of kind of general instructions of actually how to use this spreadsheet i'm going to pinch to zoom because i have a mac on my trackpad and i'm just gonna show this left side and you can see there's actually two tabs so here on the bottom you can see the application for payment tab and that's the tab that we're on that is the actual application for payment which is the front page page number one out of two that the client's gonna see first then you can go over to the continuation sheet and if you zoom in a little bit here you can see i've already broken down the you know divisions of construction now if you're doing residential it might be slightly different where maybe you could do different areas of the project like the kitchen or maybe say the wood framing the drywall the painting you kind of break it down per scope but with commercial construction it's broken down into divisions of construction number one we have our general conditions and then we have site work concrete masonry metals wooden plastics thermal moisture doors and windows finishes specialties equipment furnishings special construction fire suppression plumbing hvac electrical and then you want to all most importantly include your overhead and your general contractor's fee okay so that can be a separate line you can break it down into overhead you could do gc feed in two different lines it is up to you so moving back over to page number one the first things that you want to do is over here in the top left you want to put your client's information then over here you want the project so the project name uh the project address so say you're building um the new tesla facility you put that here and then the architect's information also important if you're doing larger projects or even smaller projects but there's an architect a design person sometimes they'll need to sign off on that a lot of times it doesn't really matter if you're just billing directly to the client so put their info here if you'd like now the application number this is application number one we're going to get to showing you how to do the next pay applications because you're going to use the first pay application to build off of it's actually really cool how this spreadsheet works in commercial construction we bill once a month so the period two i'm going to put the last day of the month the contract date when you actually sign the contract you can put that right about there and then you want to move down here under number one you can see the original contract sum so let's just say 100 000 dollars your contract it's a hundred thousand dollar project keep it simple you plug that in right there okay if the project requires retainage you'll plug that in here say a typical retainage percentage is about ten percent if there is retainage plug it in here if it's five percent change it to a five in this case we're gonna make it a zero to keep this tutorial simple but if there is retainage this spreadsheet will take care of all the math automatically you don't need to worry about anything because it just comes down here to total earned less retainage and it does it for you automatically the less previous certificates for payment section you're going to leave blank for now obviously because this is your first pay application when it's the second pay application this will automatically get transferred over with the macros the current payment due is actually what the client's going to look for every single time so you're going to want to tell them look at line number eight that's how much we're actually invoicing for this month okay and this right this right section over here is going to be where you're going to actually sign if the if the client requires a notarized signature this is where it's going to happen so you'll actually pdf this which i'll show you how to do and you'll print it out you have to manually or physically sign it have a notary stamp it date it have them sign it and if the architect is required to sign off this bottom right portion is where they would sign off for example if you don't need the architect to sign off which sometimes it's like you really on these smaller jobs maybe a quarter million and under even sometimes half a mile i've done a half a million dollar jobs like the architect doesn't really need to sign all the pay applications it's depending on your location and who you're working for who your client is and your local codes and stuff like that but so you can actually delete this entire section by selecting it all and coming up here to the clear and then clear all and it'll just completely wipe it out so now we're going to move over to the continuation sheet so this is the continuation sheet so from your contract you're going to want to pull in these scheduled values so the scheduled value say for general conditions you have 22 000 so you type in 20 000 click enter and it's going to pop that in maybe site work is um 12 000 and blah blah blah let's just do finishes you got 55 000 what are we at 89 so we need another 11. let's make 11 and overhead this is just an example this is the scheduled values this is a hundred thousand dollar contract we got scheduled values and now we need to plug those in now we need to bill against those scheduled values so if this is your first pay application there's going to be a negotiation with your client to whether or not you can actually get a deposit so we're going to bill against these values so maybe you want to bill let's just keep it small um 22 hundred bucks so put 2 200 bucks under this period i'm going to click enter and you can see that's 10 of the 22 000 of course and you can kind of go through 1200 go down we'll do 5500 go down and we'll do eleven hundred go down okay so now we have ninety thousand dollars balance to finish we have a ten thousand dollar ten percent this period application for payment now if you go to the front page you can see the current payment due remember line eight that's what your client's gonna look at is ten thousand bucks line number nine the balance to finish which would include retainage is ninety thousand bucks okay so far so good right we're still recording quicktime audio is still good you're still good you're sleeping all right cool everyone's happy all right okay so you have everything set you have your first page all looking good you're gonna you ran all your numbers there's no change orders yet we'll go over that on next month's billing which will be in about 60 seconds from now hopefully and then we have everything on the second page listed out where this period billing is all plugged in so now we need to pdf it and if the client requires a notary and your signature then you'll print it out sign it you'll scan it i just use like turbo scan on my phone and i just airdrop it to my mac there's there's quicker ways ways to do things you don't have to print it scan it like or email it to yourself like just get these apps that will help you really all you need is a laptop and a phone and you can do millions of dollars worth of construction projects from your condo table so long story short um we're going to go file save as you want to make sure your print area is set up so if there's any reason that you need to actually edit anything here which i wouldn't necessarily recommend but you can go here to tools protection you can click unprotect this actually allow you to click in here and you can see the the actual formulas to all these things and you can go ahead and edit that and set your print area and just different things like that but i'm going to go back to tools protection and protect sheet and click ok and that's going to just lock everything in so your team or you accidentally won't make any mistakes so we're going to go to file save as we're going to change the file format of course i'm doing this on a mac the same applies to a windows computer just want to change your file format that you're exporting to to a pdf and you're going to click workbook not just the one sheet so it's going to print both pages now i'm going to just label it pay up number one which is perfect and i'm going to literally just click save boom so you can see and of course you want to save this into your file format structure for that project have a subfolder under the project called pay applications have subfolders under pay applications called payoff number one payoff number two these are the folder names and then for example we're under the payout number one sub subfolder from that job so it's the job name and then you have all your folders for that job like your submittals your pay applications your drawings your bids that's kind of what i do with all the different folders so you click pay applications and then you're going to go into payment number one payment number two pay number three folders subfolders so pay at number one you can see here is a pdf i'm gonna click the space bar on my mac to kind of quick view that you see here we've deleted out this page and you can see page number two and there actually is a third page which um you can just delete i'm gonna double click this real fast open it into preview if you make sure your thumbnails are visible on the left side you can see i can click page number three and literally just click the delete button then i'm gonna click command s if i'm moving too fast i'm so sorry but all command s is is file save it's the same thing so once that's saved you can just x out you can see here if i click spacebar again it's just two pages okay so you have payout number one you can print it out or you can send this directly to your client you're good to go now the fun part we want to create payoff number two from pay up number one wanna do a quick commercial break no i'm just kidding now we're good we're good i'm rolling i'm rolling so it's time to create payoff number two what you're gonna do is open payout number one again so there's a really fun portion to this spreadsheet and it's up here under application for payment ribbon this is your ribbon they call it on the top of your screen so you're going to click that you're going to see these little green buttons there's create next payout create a new payout but you really want to create the next pay up here there's also a button where you can click between the two screens these are technically an format kind of document and they're called g702 and g703 that's just kind of a shortcut i think you actually print directly with this button right here and there's some instructions here if you want to click that button but what we're going to do and hopefully you're still with me we're rocking and rolling make sure to actually get the template and give the video a like definitely give this video a like it's very important for the youtube algorithm if you want this youtube channel to keep being here okay so you want to go ahead and save this file now i can click command s on a mac or ctrl s if you're on a windows or just go to file and click save now you're going to get this privacy warning that pops up i don't understand on honestly why it is just something about macros so just click ok so we have payout number one open we're going to go to the top on this ribbon there's an application for payment button which is going to open this ribbon right here with a bunch of different really cool buttons now we're going to use this button right here create the next pay app so once you click create next payout this window is going to pop up and you of course want to give it a name and by the way over here you can see that it's an xlsm that's an xls file which is an excel file but m it's macro enabled so you want to make sure that your file format it always has the m at the end um because the macros need to be enabled so i'm going to go pay app number two and it's right here just in that project folder for example and i do want to make sure that this is changed to an macro enabled workbook and then you're going to click save okay this is the next pop-up window so you can't make it bigger for some reason but if you can try to see this here i can't even zoom in but maybe john can zoom in on the editing so application number you're gonna click the number two or if this is the fifth you're gonna click five period two you're gonna go ahead and type this maybe next month so last month was september you can just go october 31. okay so here it says enter total amount of additive change orders approved this month so let's just say we had a grand of change orders on this project the client wanted to add a whole bunch of tile and somewhere so whatever we added it in so if you have any deductive change orders say you have to give a client back some money you'll put that in here for this example we'll leave it off to keep things a little bit more simple you're going to click ok and this is going to if you notice it just plugged in a thousand bucks automatically on the total approved this month i have a boat going by i can see all the boats all the jet skis from this beautiful new condo which i will do a video unveiling this beautiful condo very soon this total approved this month thousand bucks is actually going to move up to total changes approved previous months by the owner on payout number three you know because it's gonna bump up automatically with things that you enter in that pop-up window so if you remember from payout number one we filled out this period column and all of those those values those dollar values have moved over to from the previous application that automatically happens with the macro enabled workbook so now this period we're going to bill for what happened this month or you know last month because maybe you're billing on the first or the fifth of the month but it's for the month prior it's always for the month prior so this month you're going to plug in let's just you know i'm just going to keep this really simple 100 bucks 100 bucks 100 bucks i'm you know obviously hopefully it's a little bit more than that and 100 bucks okay just for fun okay after you put in this period's numbers or beforehand you you want to put in the change order so whatever the change order was you can say change order but type in what it was like the extra tile or whatever so tile in bathroom i don't know whatever you're going to go the scheduled value is of course a thousand bucks you're adding lines to the scheduled values because you're adding to the contract amount so you're not going to bill for it maybe this month because the work isn't complete so we're going to leave the this period portion blank now let's take a look at the front page and see what's actually happening so you can see the original contract sum is a hundred thousand dollars the net change by change orders is a thousand bucks the net change meaning if you had any credits to the client for 100 bucks then this would be 900 bucks you know off the thousand but we're not doing that right now just keep things a little bit more simple the contract sum to date now you've agreed your contract has gone up by a thousand bucks for the extra tile and then the total completed and stored to date is ten thousand four hundred because you billed for ten thousand dollars in your first pay application now you're billing in your second pay application which you know more than likely this would be like another 10 or 20 grand but anyway i'm just doing 400 bucks just to keep it clean so if there is retainage you can actually plug that that number in here so say it's five percent you plug in five percent and you can see all the numbers we calculate the total earned less retainage and all these things but for right now we're going to just change it back to zero and click away and then you can see the total earned less returns is ten thousand four hundred dollars total and less previous certificates for payment you see the ten thousand was automatically transferred over so the current payment due it's 400 because we put 100 bucks in four different categories for this period and we didn't bill for the change order for example let's bill for the change order let's go i want 500 of this change order type it in this period click enter or just click away and you come back over here to application for payment and you can see payment due is 900 okay the balance to finish is ninety thousand one hundred dollars and you can see the total approved change orders this month is a thousand and that'll move up on pay application number three to total changes approved in the previous months because next month this will be the previous month now this understand is a very complex this is one of the the more complex things that i review when my project managers complete this i always want to make sure that i run the numbers you as a business owner or project manager or estimator or superintendent you always want to make sure that you run the numbers even though this is a very smart spreadsheet again the link for it is in the description if you want to buy it it's like not that expensive and i've run millions of dollars worth of pay applications through this thing and it's worked absolutely great if you have any questions maybe leave a comment or you can always schedule a consultation call with me jesselaneconsulting.com you can schedule a 30 minute or a 60 minute and i would love to do a video call with you i've talked to you know probably 30 40 50 of you people um on a zoom call all across the world australia france like all across the united states um south america there's been amazing people who want to start contracting businesses and it's been really my pleasure um hearing your oh gosh i'm so sorry dude hearing your feedback has been absolutely fantastic i don't think i missed anything the material is presently stored that's like if you have materials that you dropped off to the site you're like okay i put 500 bucks worth of materials you click that and you're gonna bill for that so this is actually the 900 bucks goes up to 1400 bucks because you're billing for the materials and then all those will move over to the from previous applications when you do payout number three again if you have any questions um put in a comment or schedule a console call with me i'll see you in the next video