Your Invoicing Agent Builds the Pay App and Chases Every Lien Waiver
The AgentWorks Invoicing Agent takes the monthly pay app cycle off your project managers and office. It collects each sub's pay request and lien waiver, chases the ones that are late, builds the pay application against the current schedule of values, and tracks retainage on every contract. The Invoicing Agent does the collecting, chasing, and assembling; your PM reviews the numbers and signs the application.
What it takes off your plate
Every GC knows how pay app week goes. The PM pulls the schedule of values spreadsheet, updates percent complete line by line, and waits on subs to send their pay requests. Lien waiver collection is a constant chase: some subs send conditional waivers, some send the wrong form, some send nothing. Retainage tracking means cross-referencing the contract, the last pay app, and the change order log. One error and the owner's rep sends the whole application back.
The cost is cash and time. A pay app that goes out late or comes back gets paid late, and that delay rolls down to every sub on the job. The PM who should be on site running the work is in the trailer rebuilding spreadsheets.
What the Invoicing Agent does, step by step
The work starts with the subs and ends in a pay app ready for signature.
- Asks subs to bill. Ahead of the billing cutoff, the agent emails and texts each sub on the project through Gmail and Twilio with the cutoff date, their current contract value including approved change orders, and what the waiver package needs to include.
- Chases the late ones. Subs who have not sent a pay request or a lien waiver get follow-ups, naming the project and the exact document missing. Waivers that come in on the wrong form get sent back with the right one.
- Checks the waivers. It checks each waiver against the pay period and amount: conditional for the current draw, unconditional for what was paid last month, signed by the right entity. Anything off goes back to the sub, and repeat problems go to the PM.
- Updates the schedule of values. It rolls sub billing and the PM's percent-complete entries into the schedule of values, adds approved change orders, and checks that no line bills past its value.
- Figures retainage. It calculates retainage held on each line and each sub per the contract terms, and tracks what is held, what has been released, and what is due at substantial completion.
- Builds the pay app. It assembles the application and continuation sheet with the waiver package attached and routes it to the PM. The PM reviews the percentages and signs; the agent does not certify work in place.
- Sends and follows up. Once signed, it sends the package to the owner's rep or architect through DocuSign or email, and follows up on questions and approval status until payment is released.
Where the work is recorded
An agent that cannot write down what it did is a chatbot. The Invoicing Agent records its work where your team already looks.
In the CRM, each sub's and client's contact record shows every billing request, follow-up, waiver received or returned, and pay app question, in order. When a sub calls asking when they get paid, whoever answers sees the whole thread.
In the project system, such as Procore, and the books in QuickBooks, each pay period holds the schedule of values, the signed application, the waivers, and the retainage ledger. The next morning the PM opens one view and sees which subs have billed, which waivers are missing, where the application stands with the owner, and what retainage is held on each contract.
What your people do instead
Your project managers stay on site with the client and the crews: walking the owner's rep through progress, working out a sequencing problem with the super, keeping the job on schedule. Your office staff answer subs with facts instead of hunting for paperwork. Keeping clients confident in how the job is run is the human work, and it belongs to people.
The AgentWorks Invoicing Agent keeps the requests, waivers, and pay apps moving around them. For other parts of the business, read how to deploy the Daily Reports Agent and get your superintendent back on the job by lunch and how to deploy the Quantity Takeoff Agent and get your estimator back on bid strategy.
One next step
Billing may not be where your company loses the most time. The free Industry Assessment shows which workflow an agent should take first in your business, and the construction industry page lays out every agent built for contractors like you.
See where the Invoicing Agent would start in your construction business.
I'm Jackie, the Construction ambassador here. The free Industry Assessment reads your website and asks how calls, follow-ups and records happen today, then shows the first workflow worth handing to an agent like this one — and what your team gets back. Leave your email and I'll send the link.
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