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Contractor bill format for Administration

hello and thank you for watching this video today this is Jim Holt with era's builders we're going to cover in this video construction pay applications and construction invoices specifically from builder to owner so I'm going to go over here in a minute this pay application but there's a couple things I want to talk about first most importantly you want to make sure that the pay application or the invoice process is agreed upfront in your construction contract it needs to be spelled out and detailed exactly what is going to be included in that pay application process time frames what happens in case of disputes on and on there's we have another video out that we talked about contract agreements and what needs to be incorporated into those agreements you're going to want to watch that too to make sure you got these items covered but just make sure that you've got the pay application process covered in your contract agreement between owner and builder you're going to before that even happens want to make sure that the owner and the Builder discuss whether or not there is a lender involved in the project if there are is a lender or a bank involved in the project sometimes they will have their own pay application process that will dictate how that's going to work so make it's very important to discuss all these items upfront before you get into a contract agreement now let's go over the pay application process in this particular video we are using an document it's a standard agreement a lot of banks require this on this particular project we did have a lender and I'll talk more about that here later but the items that you see up at the top are blacked out these are owner and architect personal items so here you can see that this is the eo set RG 702 document very simple process but there are some things you want to make sure that are included for instance you want your original contracts um that should be at the top of every patient or invoice and then any change orders that have taken place thus far in this particular case we did have a lender involved and they were not going to approve anything over the contracts um so the owner and I had a separate agreement for how we were going to handle change orders so and then your contracts um two dates basically just the combination of the change holders in the original contract sum the next item number four here total completed and stored to date I'm going to show you this on the backup sheet next but this is all the items that have been completed and installed on the project through the end of this pay application period this pay application was a monthly process that the bank dictated at the end of every month we would submit an invoice to the owner and the bank they would then send out an inspector that that we would meet with on the job site to go over that particular month's work completed and I'm going to again show you that on the next the backup sheet then panning down you can see that we've got an item here for retainage we had no retainage held on this project as it is a residential project and typically you don't have retainers on residential projects coming down further you can see the previous certificate for payments these are the total of all the items that we've been paid for thus far on the project and then down below that current payment do this you'll see is generated on the next page on the backup sheet that's what we're billing for this particular month and then the next item is the balance to finish so that's what's left to be completed on the project what's left to be billed over to the right side of this a document is just some some dates and known or information and some signatures that are required by lenders and or architects if you're if you're required to have your architects sign and then in this particular case this document has to be notarized so now I'm going to take you to the backup sheet that you see here let's go up to the top this is called the continuation sheet it's basically where all the numbers come from on the first page I'll just pan over and you can see these are the dates this was for the period ending 319 of o7 so again like I said this is a monthly pay application process so first thing you're going to notice over on the left is description of work this is basically the scope of work for this particular project this was the actual budget that we established up front that is part of our contract agreement so you'll see a scope of work item and then next to that a scheduled value again this is all part of our original construction agreement next category you'll see is work completed from previous application these are all the items that have been completed and paid for thus far so you'll see a lot of these items 100% complete for instance let's take this one here doors and hardware this was our original contract amount this is what we've been paid to date so there is a remaining amount still outstanding on that particular line item but for the most part this job was was almost finished when we did this pay application the next item is more completed this period this is what you're going to the what has been generated by the Builder as an invoice or a pay application and what the lender or the owner is going to come out and review in the field with us to make sure these items have been completed so for instance in this month period we had an original budget of 53,000 dollars for cabinets or millwork we're billing for that entire amount for this period so within that month time frame we must have completed all of the work on as I pan down further you'll see some of the other items that we're billing for in this particular pay period and then down at the bottom you're going to get your total this is the total you saw on the front page that transfers over actually all these these categories do but this is what we're billing for this month and again these items are what we're going to walk through with the whether it's the lender that has conducting an inspection or the Builder or the architect or anybody that's conducting the inspection for that month's work completed next item material presently store these are if you're storing any material items off-site we are not so we didn't bill anything there and then and then the rest of this information is just basically calculations that show you the percent completes and the to the far right the a balance left to finish on the contract that's pretty much the pay application I'm going to go back to the front sheet here just so you can see that again to look at the numbers and if you've got any further questions on pay applications or invoices or anything building in construction related you can search for that information on our website which is eros builders dot-com or by contacting us at four eight zero five eight zero five nine eight zero or email at James Holt at Cox net want to thank you for watching this video today and good luck with your projects