1–2. Stale versions and mismatched periods
Start from the latest finalized package and compare its closing values to the new opening values. A revised application from last month can make an otherwise tidy spreadsheet wrong. Check that cover sheet, continuation detail, evidence, and invoice dates refer to the intended period; explain any legitimate exception instead of letting a reviewer guess.
3–4. Pending changes and duplicate stored materials
Keep proposed changes visible as exposure without treating them as approved additions. When previously billed stored materials are installed, move their value through the billing record without earning it a second time. A useful review compares beginning stored value, new eligible receipts, transfers to installed work, and ending stored value.
5. Retainage applied by habit
Do not copy a blanket percentage without checking the agreement and current project status. Work, materials, specific trades, and release milestones may have different treatment. Show the calculation and its basis. A retainage reduction should have its own support rather than hiding inside a manual adjustment to the amount requested.
6. Evidence that cannot be matched to a line
A folder full of photos is not an explanation of Line 18. Label evidence by billing item and period. Use a short index that connects the amount claimed, supporting record, and reviewer question. If a record is missing, identify it explicitly with a responsible person and due date.
7. Confusing approval with payment
A package can be submitted, certified, approved, funded, and paid on different dates and for different amounts. Track those events separately. If $80,000 is approved and $60,000 is received, preserve both values and reconcile the remaining $20,000 in the receivables record. Do not simply mark the entire application ‘paid.’
Run a fifteen-minute preflight
Have someone other than the preparer read the summary, compare the carry-forward values, inspect the largest new amounts, and click through a sample of evidence links. Record corrections before submission. Over time, rank your actual return reasons and adapt this checklist to the project rather than assuming every team has the same bottleneck.
Keep this handy
Review checklist
- Version and period match
- Change status and stored-material roll-forward checked
- Retainage basis documented
- Approvals and receipts reconcile separately
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Sources & scope
These references inform the document and workflow context. Checklists and examples are BuildProof’s editorial recommendations. The executed agreement, applicable law, and authorized project decisions control.
AIA and its document names are trademarks of The American Institute of Architects. This independent guide is not an AIA form or an endorsement. Obtain licensed documents when required. Educational guidance only; it does not replace project-specific legal, financial, or professional advice.
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