Set the rules before the first billing
Create a one-page billing plan: period end, subcontractor cutoff, field review date, owner submission date, required attachments, and the person responsible for each handoff. Work backward from the contract’s submission requirements; a team’s internal deadline does not change a contractual deadline. Give each trade the same checklist and identify exceptions before the first cycle.
Review the package in three passes
First, check completeness: correct project, period, application number, current revision, and required evidence. Second, reconcile the numbers to the prior accepted package, contract values, and authorized changes. Third, have the responsible reviewer examine progress and eligibility. Keep arithmetic corrections separate from disputes about entitlement so a missing invoice does not obscure a scope issue.
Make exceptions actionable
Use an exception log with five fields: line item, disputed amount, reason, responsible person, and requested response date. Instead of ‘revise electrical,’ write ‘Line 12: explain the increase from 40% to 65% and attach the field record.’ Keep the submitted version intact, then issue a numbered revision. Do not silently overwrite what a reviewer already saw.
Close the loop after submission
Record submission, review, certification where applicable, approval, and payment as separate events. Send one consolidated response to each trade rather than conflicting requests from several reviewers. Track days spent at each handoff and recurring rejection reasons; use those findings to improve next month’s checklist. A practical first measure is how many packages pass the completeness check on first submission.
Keep this handy
Review checklist
- One billing calendar and named owner for each handoff
- Prior package and approved changes reconciled
- Each exception has an amount, owner, and next action
- Submitted and revised versions preserved
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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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