Payment Application Template
A free, ready-to-use payment application template for construction. Download it, use it straight away.
Payment Application Template
Excel Spreadsheet
Free to download and use
Template Contents
What this template includes
Built around the standard construction payment cycle, with all the sections your QS or commercial manager needs to submit or assess an application.
Download Free Template- Contract details section covering contract value, retention percentage and payment period
- Gross value to date with cumulative and this-period breakdown
- Variations log with approved, pending and disputed columns
- Retention calculation and previous certified amounts
- Balance due summary
Construction Basics
What is a payment application?
A payment application is a formal request for payment submitted by a subcontractor or main contractor during a construction project. It shows the value of work completed to date and the amount due for the current period.
Subcontractors submit applications to the main contractor on a monthly cycle, typically against a fixed assessment date set in the subcontract. The main contractor reviews the submission, assesses the value and issues a payment notice.
Payment applications matter because they drive cash flow on both sides of the contract. Missed deadlines, late submissions or poorly structured applications cause delays that compound over the life of a project.
Under the Construction Act, strict timescales apply. Late or missing payment notices can mean the applied-for sum becomes due in full, regardless of the assessed value.
Use Cases
When to use this template
Subcontractors submitting monthly applications to main contractors
A consistent format gives your QS or project manager everything they need without back-and-forth on missing information.
Main contractors tracking applications across multiple subcontract packages
One format across all packages makes assessment faster and reduces the risk of errors when comparing submissions.
QS teams needing a consistent format across projects
Standardising the format across your project portfolio saves time, reduces disputes and makes final account reconciliation simpler.
The Limits of Spreadsheets
The problem with managing payment applications on spreadsheets
This template works well for small teams or occasional use. As volume grows across more packages and more projects, the process breaks down.
Deadlines tracked manually
Payment notice deadlines get missed when teams rely on calendar reminders and email threads. One missed date can mean paying more than you assessed.
No structured assessment workflow
Without a formal assessment process, inflated applications can slip through. Teams end up certifying based on gut feel rather than a line by line review.
No audit trail
When a dispute reaches final account, spreadsheets make it almost impossible to prove what was certified, when, and why. Disputes are harder to resolve without a clear record.
StoneRise Payment Applications
How StoneRise automates payment applications
StoneRise Payment Applications replaces the spreadsheet with a structured payment application workflow built for construction commercial teams.
Every assessment date is tracked automatically, payment notices are issued before the deadline, and every application goes through a formal line by line assessment with a complete audit trail.
When a dispute reaches final account, every decision is documented. There is no relying on emails or memory to reconstruct what happened.
Automated deadline tracking
Assessment dates and payment notice windows calculated automatically for every subcontract package.
Structured assessment workflow
Line by line review against the contract with required fields that prevent incomplete assessments.
Full audit trail
Every application, assessment, notice and decision stored against the package. Accessible at final account.
Free Download
Download the Free Payment Application Template
Enter your name and email to get instant access. The Excel file downloads straight away.
- Excel format, ready to use immediately
- Covers gross value, retention, variations and balance due
- Works for subcontractors and main contractors
- No obligation, no sales call
Payment Application Template
Free Excel download