Payment Application Tracker
Know exactly what you've billed, what's been approved, and what's outstanding.
Contractor Information
Payment Applications
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Payment Application Tracker for contractors, project accountants, and business owners
A payment application tracker shows every invoice submitted, amount approved, retainage held, amount received, outstanding balance, and days outstanding per project.
This template helps contractors, project accountants, and business owners monitor payment applications, receipts, retainage, and outstanding balances across active projects. It includes 2 organized sections with 15 professional fields, plus 1 repeatable section for line items. Fill it out in your browser and export a branded PDF in seconds.
Key Data Points
- ●Contractor fields capture company name, prepared by, and as-of date.
- ●Payment application rows capture project, pay app number, submit date, billing period, billed amount, approved amount, and retainage held.
- ●Calculated fields show net approved, outstanding balance, and days outstanding.
What does this template include?
2 sections with 15 fields covering contractor information, payment applications. Repeatable rows for line items.
How do I export this template?
Fill in the fields online. Click "Export Filled PDF" for a branded document. Or download a blank version to print.
Is this template free?
Yes. 100% free with no account required. Use it as many times as needed for any project.
Who is this template for?
Built for contractors, project accountants, and business owners who need to monitor payment applications, receipts, retainage, and outstanding balances across active projects.
Related contractor resources
How to Use the Payment Application Tracker
- 1Enter your company name and as-of date.
- 2Add each payment application with project name and submission date.
- 3Record billed amount, approved amount, and retainage held.
- 4Enter amounts received to calculate outstanding balances.
- 5Review aging to prioritize collection follow-up.
Related templates
Other documents contractors use alongside the Payment Application Tracker.