This article covers how a pay request moves from draft to paid, who can move it, the pay-period ordering rules, and how a pay request locks the daily inspections it bills.
The pay request statuses
Status | What it means |
Draft | An editable working copy. Yours to build and adjust. |
Pending Approval | Submitted and waiting for the engineer to review and approve. |
Approved | Approved by the engineer. The daily inspections it billed are locked. |
Paid | Marked paid by the owner. The billed inspections are finalized. |
Completed | The pay request is finalized and closed. |
How to update the status of a pay request
Open the pay request from the list or the review screen, then use the status control to choose the next step.
From Draft, choose Submit to Pending to move it to Pending Approval.
From Pending Approval, choose Approve to approve it, or Back to Draft to reopen it.
From Approved, choose Mark as Paid to record payment, or Back to Pending Approval to reopen it. Reopening is available on the most recent pay request.
From Paid, choose Back to Approved to reverse the payment.
After you submit a pay request, it is the engineer's turn to approve it. After approval, it is the owner's turn, ending in Paid.
Note: Only Administrators and Project Managers see the status controls. For a group pay request, changing the status applies to every project's pay request in that pay period.
Pay-period ordering rules
Pay requests are handled in pay-period order.
You cannot approve or mark a later pay request paid until earlier ones have caught up.
You cannot move a pay request back to Draft while a later one has already moved past Draft.
A new pay request always starts one day after the end date of the previous pay request on the project.
How items and inspections are billed and locked
Work is billed from the completed daily inspections in the pay period, item by item.
Withheld quantities do not bill by default. They show on the pay request for context at a zero amount until you release them. See Releasing Withheld Items.
Once a pay request captures an inspection and moves past Draft, that inspection is locked and cannot be edited, so its billing stays in sync with the pay request.
Who can do what
Action | Administrator | Project Manager | Other roles |
View pay requests | Yes | Yes | Yes |
Create pay requests | Yes | Yes | No |
Edit the latest draft | Yes | Yes | No |
Change status | Yes | Yes | No |
Delete the latest draft | Yes | Yes | No |
Export | Yes | Yes | Yes |
Creating, editing, and deleting apply only to the most recent pay request, and only while it is a Draft.
Troubleshooting
I cannot submit, approve, or mark a pay request paid. Only Administrators and Project Managers can change the status. Pay requests are also handled in pay-period order, so make sure earlier pay requests have advanced far enough before you advance a later one.
I cannot move a pay request back to Draft. You cannot reopen a pay request to Draft while a later pay request has already moved past Draft. Move the later one back first.