TABLE OF CONTENTS
- Why Use GCPay for Owner Billings?
- How to Create a Developer/Owner As a Customer
- Enter the Developer/Owner's information
- Add Developer/Owner to a Project
- Creating an Owner SOVs
- Mapping Owner SOV lines
- Creating Owner Pay Applications
- Owner Change Orders
Why Use GCPay for Owner Billings?
GCPay allows you to create AIA G702/703 style billings automatically incorporating the costs approved for your subcontractors. Eliminating the time-consuming process of manually calculating the costs for projects. All documents will be housed in one easy to access location. This feature is available to you at no additional cost allowing you to make the most of out of GCPay!
Once you’ve decided to use GCPay for your Owner Billings, contact GCPay Support or your Account Manager to enable the Customer Feature.
The Customer Feature enables you to enter your Owner/Developer as a GCPay company without them ever having access to GCPay.
This instructional packet is designed to be used for reference when creating the Owner Billings. For more in depth knowledge about the GCPay Owner Billing feature and how to use on your projects, please reach out to your Account Manager to schedule an Owner Billing Demo.
How to Create a Developer/Owner As a Customer
Once the customer feature has been activated, you’ll see a new section appear in your settings tab listed as Customers. This is where you will go to create your Owner/Developer profiles.
Only users with Company Level Admin permissions will have access to create new or modify existing customers in the Customers section. Here's how to add a new customer:
- Navigate to Settings
- Select Customers from the table on the left
- Select +Add Customer from the Customers table
- Enter the customer's (developer/owner) information in the pop-up
- The name and address entered here is the address that will appear on any AIA documents.
- The Tax ID is not required.
- Always select Developer/Owner.
Enter the Developer/Owner's information
- The name and address entered here is the address that will appear on any AIA documents.
- The Tax ID is not required.
- Always select Developer/Owner.
Now that your Developer/Owner profile is created, you can add the company to the project!
Add Developer/Owner to a Project
Within your project, you can now add your Developer to the project. These steps are completed exactly as you would add a Subcontractor to the project.
On the Project Companies tab, select +Add Company 
Search for the Developer profile you’ve created in the Customers section and click the green + to add the company to the project.
The next screen will ask to have an approver assigned, however, since your Owner is not submitting items for review, there’s no need for an approver to be assigned. Simply click Done to proceed.
While the Owner is not submitting items for approval, your Company is – so you’ll need to assign your Owner as your Approver. To do so, select the red None Assigned link in the Approvers column next to your company’s name
This will allow you to select the Owner from the pull-down menu and add as your Approver. Select
+Add Approver and then Done.
Now your project is set up and ready to create your Owner billing!
Creating an Owner SOVs
Navigate to the Overview tab and you’ll now see an additional section labeled as Outbox (Items sent to your Owner). This section will be used to create your Owner Schedule of Values, Pay Applications, and Change Orders. To create the Owner items, the user must have Editor project permissions.
In this section, you’ll be able to add the line items pertaining to your Owner Schedule of Values. You can refer to the More Information box located at the top of the page for more detailed instructions on how to enter these line items.
You have the option to manually add the lines with the 
option or upload an Excel file using the 
option.
After all lines have been entered for the SOV, you can now map your subcontractor’s SOV line items to your Owner SOV line items.
Mapping Owner SOV lines
GCPay allows you to assign subcontractor SOV line items to your Owner SOV line items so that when the subcontractor bills against those lines, the values are applied appropriately.
To Map these items, select the Map SC Items tab at the top of your screen, scroll to the bottom of the page, and click MAP next to your line item.
This section allows you to select which subcontractor lines need to be assigned to your Owner lines. You will see an Unmapped Section and a Mapped Section to help you determine which lines have yet to be mapped and which are mapped to this specific Owner line.
Select the appropriate subcontractor lines that pertain to this Owner line by checking the box to the left of each line, then select +Map Items at the bottom right. This will move those selected lines to the Mapped Items section. Once all lines are mapped, you can exit this area and move to another Owner line item.
Not all Owner lines need to be mapped to subcontractor lines. However, all subcontractor lines need to be mapped to an Owner line for those costs to pull into the pay applications appropriately.
Mapping can be completed before or after your Owner SOV is approved and can be adjusted mid billing if need be.
Once all lines are mapped, you are ready to start creating your pay applications!
Creating Owner Pay Applications
Owner Pay Applications will look and feel exactly like subcontractor pay applications. The format will be the Standard AIA G702/703 and will require an approval process. Currently, GCPay cannot generate waivers for Owner Pay Applications. The Owner Pay Applications cannot be exported if you are an integrated client.
To create an Owner Pay Application, the user must have Editor project permissions and the Schedule of Values must be approved.
Select the
in the Applications for Payment section to create the pay application.
Use the More Information box at the top of the screen for detailed instructions on how to manually enter the values for your line items.
Retention is automatically unlocked so you can control as needed – Owner retention is separate from subcontractor retention so you will need to ensure the retention is correctly set for each of your line items.
To Auto-Populate the values from your subcontractor’s lines, select the Auto-Populate option in the line items section.
When auto-populating the data, you have the option to pull values based on the ‘This Period’ amount (any values entered in the $This Period Column/Material Stored column) or by % Complete (the percentage entered in the %Work to Date column – will not include stored material values).
This will automatically pull in the values entered on the subcontractor’s line items based on the period to date.
For example – your Owner Pay Application is set to a period to date of Jan 31st. Any submitted pay applications entered with a period to date between Jan 1st and Jan 31st will be automatically populated.
To compare the values entered in the $This Period column against what the subcontractor has billed (according to what is mapped to this line), select the blue lightning bolt on the Owner line item. This will show you what mapped items were billed in this period.
If a subcontractor bills for Stored Material in their pay application, those costs will not pull into the stored material column of the Owner Pay Application. You can view the costs within the lightning bolt to determine how much was billed for stored materials and move the costs appropriately.
Once all costs have been entered into the pay application, you can save and submit/review.
Once the pay application is approved, it can only be rejected by GCPay Support.
Owner Change Orders
Typically, with Owner Change Orders, those costs are increasing values associated with original line items. There are two ways to process Owner Change Orders depending on how those funds are allocated.
Option 1: Modify the Schedule of Values
A modification to the SOV can be made at any time so long as the Owner Pay Applications have a status of Submitted, Pending, or Approved. If an Owner Pay Application is Rejected or Not Submitted, a modification cannot be created.
To modify your Owner SOV, click the Advanced link on the SOV and choose Modify the Most Recent Schedule.
Any lines that have been billed against within Owner Pay Applications, the description of the line cannot be altered. You can increase or decrease the total value of that long, so long as the line is not decreased below what has been billed. You can add additional lines as needed and remove any lines that have not been billed against.
This process allows you to allocate the funds associated with the Owner Change Order to the proper lines.
All modifications made to the Owner SOV will be listed on the Modification Report for back up. This report can be found within the Reports tab within the Schedule of Values or within the Advanced link.
Option 2: Change Order
This feature works just as a subcontractor change order would. An additional line is added to the Owner Schedule of values for the cost of the change order. Owner Change Orders cannot be modified after approval and the costs cannot be reallocated to other lines on the Owner Schedule of Values.
To create an Owner Change order, select the 
in the Change Orders section. Enter the lines associated with the Change Order and submit/approve. This will increase the total value of the Owner Schedule of Values and the CO will appear as an additional line on the SOV.
Owner Change Orders cannot be mapped to the Owner Schedule of Values lines.