Service Titan Knowledge Base

Complete Application for Payment and Continuation SheetLast updated on 03/22/2022

Progress billing is often done for commercial and construction projects. With progress billing, you bill customers based on the amount of completed work and stored materials. To progressively bill, customers may require you to submit applications for payment and continuation sheets.


Things to know

  • Information on a continuation sheet is used to generate an application for payment.

    • Both documents are created at the project level.

    • Both documents are created at the same time.

  • A customer approves an Application for Payment to indicate approval of the work reported.

  • Progress invoices are created after the Application for Payment is approved.

  • The Continuation Sheet is sometimes referred to as the schedule of values (SOV).


Best practices

  • Generate the progress invoice after the Application for Payment is approved.

    • If you generate the invoice before approval, do not post or export the invoice.

    • Changes to the Application for Payment automatically update the corresponding invoice if the invoice is not posted or exported.


Create Application for Payment

The first step in progress billing is to add an Application for Payment to the project and complete a Continuation Sheet. The Continuation Sheet is used to generate the Application for Payment and both documents are sent to the customer for approval.

To create application for payment:

  1. Search for the project you want to add an Application for Payment to and click it to open it.

  2. From the Actions dropdown, click Add Application for Payment.

The Continuation Sheet opens. The top section shows dates covered by the Continuation Sheet, application date, and retainage percent.

Note: Period From is the contract start date on the first application for payment. The date is updated after the first application.

The bottom section shows project information by project labels or categories and the total project.

Note: For more information about project labels, see Create project labels.

The table below describes each column. For more information about the project values, see Understand project records.

Note: All fields in the Continuation Sheet include calculated taxes.

Continuation Sheet: Column Descriptions

Column Label
Column Heading
Description

A

Item No.

Automatically assigned sequence number

B

Description of Work

Project labels or categories from the Budget vs Actual table

C

Scheduled Value

Value from the original sold estimate

D

Work Completed From Previous Application (D+E)

Work Completed This Period from the previous Application for Payment + Work Completed This Period = Work Completed

Note: The first time you create an Application for Payment column D is zero.

E

Work Completed This Period

Work completed in the current application period

Note: Since the application for payment is usually done before the application period ends, you should estimate work done for this period.

F

Materials Presently Stored (Not in D or E)

Materials purchased and stored but not yet used

G

Total Completed Stored To Date (D+E+F)

Work Completed From Previous Application (D) + Work Completed this period (E) + Materials Presently Stored (F) = Total of Work Completed

%

Total Completed Stored To Date (G) divided by Scheduled Value (C)

H

Balance To Finish (C - G)

Scheduled Value (C) - Total Completed Stored To Date (G)

I

Retainage

Total Completed Stored To Date (G) multiplied by retainage percent

J

Retainage %

Retainage percent specified in the contract

K

Collect Retainage

This option is available when Total Completed Stored To Date % (G) is 100%.


Update Continuation Sheet

You can update a Continuation Sheet to reflect the correct billing period, work done, and material used for the project.

To update the Continuation Sheet:

  1. In the Period To and Application Date fields, enter dates. Tip: You can use the calendar to select a date. Note: Application Date defaults to the current date.

  2. In the Retainage % field, enter a new value, if necessary. Note: You can set the retainage percentage at the beginning of a project. You cannot set it after the second Application for Payment is done.

To update Work Completed and Materials Presently Stored for this period:

  1. Select the row you want to update.

  2. Click the Edit icon.

    The Description of Work Items for that label or category appears.

  3. In the This Period column of the Quantity tab, enter the value of work done in this period.

  4. In the Materials Presently Stored column of the Quantity tab, enter the value of materials purchased and stored but not yet used. Note: The project manager typically provides values for Work Completed This Period and Materials Presently Stored.

If you want to see prices for a label or category, go to the Price (USD) tab.

Note: The price field is not editable.


Apply percentages in bulk

To apply percentages in bulk on a continuation sheet, click the Bulk Actions dropdown and select the action you want.

  • If you select Bill for Remaining Balance, it automatically fills out the Work Completed for the This Period field to get to 100 percent.

  • If you select Bill for Remaining Balance Including Retainage, it automatically fills out the Work Completed forThis Period field to get to 100 percent and selects the retainage to be collected.

  • If you select Bulk Apply, you can enter the percent you want to apply to all lines. The percentage entered pre-populates the Work Completed field of the remaining items that are not at that percentage that you entered. Note: The % field may not always be exactly equal to the percentage applied to each line. This happens if some rows are already completed with more than the percentage entered, and the system doesn’t support more than two decimal points.

To save your changes, click Apply.

To review the application for payment in a PDF form, click Review Application for Payment.

Review Application for Payment opens with a preview of the Application for Payment and the Continuation Sheet.

Note: The amount in the Current Payment Due field includes tax.

In Review Application for Payment, you can:

  • Change the business unit by selecting the business unit you want. Note: The Business Unit setting populates the contractor name, address and logo for the document.

  • Print the documents by clicking Print print.png.

  • Email the documents by clicking Email email.png.

When you click the Email icon, the Email Application for Payment opens:

  1. Fill in the corresponding fields.

  2. Click Send. Note: A copy of the Application for Payment and Continuation Sheet is attached to the email. For more information, see  Set up email template.

After you made changes, you have several options:

  • You can click Save to confirm changes you made.

  • You can click Finish and Generate Invoice to save changes after you reviewed the Application for Payment.

  • You can click Discard if you don’t want to save changes you made. Note: When you click Discard, it does not impact changes to project dates.


Set up email template

To create an Application for Payment email template:

  1. Go to the navigation bar and click Settings settings.png.

  2. In the side panel, click Invoicing > Email. Email settings opens.

  3. Click the Application for Payment tab.

  4. Enter email template details:

    • From

    • Subject

    • Body Note: In the Body field you can also insert placeholders for commonly used values. Make sure that you use names exactly as shown. For example, use {CustomerName} with no space between Customer and Name. For more, see Customize email templates.

  5. Review the Preview section and modify the message as needed.

  6. When you’re done, click Save.


View, email, or print Applications for Payment from the Project page

You can view, email, or print an Application for Payment from the Project page.

To do that:

  1. Search for the project you want to view and click it to open it.

  2. In the Application for Payment section, click the Application # you want.

    Continuation Sheet opens.

  3. Click the Application for Payment tab.

    Review Application for Payment opens. You can view, print or email the document.Note: For more information, see Update Continuation Sheet.




Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.