ACC: Pay App Workflow_2026 04-30

Step-by-step workflow for processing pay apps in Autodesk Construction Cloud: Cost Management. Covers tasks such as managing billing periods, creating payment applications, reviewing and rejecting pay apps, inputting contractors and subs who worked on a pay app, generating documents, and adding payment references. Towards the end, the workflow for exceeded retention cap is shown. NOTE THAT THIS GUIDE IS NOT LINEAR AND USES LINKING TO ACCOUNT FOR DIFFERENT SCENARIOS

cad bim
66 steps
23 minutes

Autodesk

Scribe

Salesforce

If you are in PDF, it is recommended that you [view in browser ](https://scribehow.com/shared/ACC_Pay_App_Workflow__vQYBQJedRGaBt7MJLe3GPA)(has bookmarks and easier to view)

General Contractor: Create pay app

Click "Cost"

Click "Cost Pay App"

Click this icon.

Click "Create"

Click "Select Contract With GC..."

Click "Olin Park Facility Improvements"

Click "Set up billing periods"

Click "Next"

Input date period for this one pay app. Click "Done" and then "Save" on the next screen.

Click "Create payment application"

Click this icon.

Click here.

Change view to "Amount & percentage view"

Click into a percentage box and type a value. This works for "Work Completed" this period or "Total Work Completed" and does calculations of other values for you.

Another example, with 75 % inputted.

Click here to expand Change Order to display Change Ordger Requests

Click this icon.

Click and type values as needed.

Click the Pay App name (blue text) to bring up the flyout.

Scroll down to Custom Attributes on the right. Input contractors who worked during this pay period into the "Contractors & Subs on this PA" field. Press enter after each contractor so that they are each on a new line. If none, enter "none"

Scroll up. Click the down arrow

Scroll to top of flyout. Click "Set as Pending Supplier Input"

Click "Set as Submitted"\ (NOTE: If you have not entered subcontractor information yet, submitted will be greyed out and remain so until you fill out)

City Construction Manager: Review pay app

Click Pay App name to bring up flyout.

To add a comment about a line item, click + symbol.

Type some comment. "Click "Add"

Click The percentage value in work completed. Type new value

Click here.

Click "Reject" (in this example)

You must provide a comment when selecting Reject. Type another comment and click "Add"

You can click speech bubble to see comment history

Click "Request revision". Click "Request revision" on the next popup screen to confirm

General Contractor: Review rejected items

Click here.

You can provide a new value and/or comment as before. Or accept the changes by clicking "Set as Submitted".

City Construction Manager: Generate documents and send for review

Review the data in the main window or click the top level item to view the flyout. Notably, the flyout has a "Pay Application Summary" and a "Change Order Summary"

Click "Add document"

Select "Generate from document template". Click "COM-ENG-FM Cost Pay App.xlsx"

Supplemental attachments must be upload to Attachments section, not document package. For any supplemental attachments, scroll down to Attachments section. Click "Upload from your computer". Browse to file

If any supplemental attachments have already been uploaded to document package, simply click vertical 3 dots next to file name.

Click "Move to Attachments"

Ensure that COM-ENG-FM PA_Summary.xlsx is the only file and it is up to date with any changes in the system. Regenerate if not. Click 3 certical dots and then "Open". The browser will switch to a new tab. Wait 15 seconds. Click refresh to view file. Review and verify that everything is correct.

Construction Manager and Other Staff: Review data and documents

Follow this link to complete the rest of the workflow (do not proceed with step directly below this one):[final checks](https://scribehow.com/o/QNMS0oN7S4Gz84C3DVk6bg/viewer/ACC_Pay_App_Workflow2026_04-30__Ntk6xC4jQk6MQEvht2NKdA?scrollToActionId=b0444cbc)

Accountant: Add Payment Reference and Set as Paid

Click "Payment References"

Click "Add payment reference"

Input "Payment Reference" and "Payment Type". Paid at defaults to the current date. Paid amount shouldn't be edited.

Click "Set as Paid"

City Construction Manager: Correct exceeded retention cap

Completion has exceeded 50% and total retention has exceeded the cap.

Click the X icon

Click this button to select a different view

Click "Accountant" view.

Hover over yellow "!" triangle icon next to "Total Retained". Click "Adjust total retained amount to 84,711.01" (in this example)

Click "Olin Park Facility Improvements-PA002"

Click here.

Click "Regenerate"

Click this 3 vertical dots icon.

Click "Open"

FINAL CHECKS AND SUBMISSION FOR FINAL REVIEW

The next steps will verify that the Current Payment due on the first page of the PDF and in the Payment Application Summary match. Also verify subcontractors are listed at the bottom of the first page.

A new tab will open. Click Refresh in your browser. Check that subcontractors are listed at the bottom of page 1. If not, correct custom attribute. If there are no subcontractors, add text "no subcontractors" to custom attribute.

Hit Refresh. Look At H. Current Payment Due Amount

For example, $378,009.93

Back in previous tab, expand Payment Application Summary

Look at Current Payment Due. At $378,009.93, it matches amount from PDF

IF AND ONLY IF final checks do not match (dollar amount on PDF and in Payment Application Summary differ OR subcontractors are missing), correct in system and follow link to [regenerate documents](https://scribehow.com/o/QNMS0oN7S4Gz84C3DVk6bg/viewer/ACC_Pay_App_Workflow2026_04-30__Ntk6xC4jQk6MQEvht2NKdA?scrollToActionId=c33a814e)

Click "Proceed".

If you get the error message "Total retention exceeded retention cap", follow link to [retention cap adjustment steps](https://scribehow.com/o/QNMS0oN7S4Gz84C3DVk6bg/viewer/ACC_Pay_App_Workflow2026_04-30__Ntk6xC4jQk6MQEvht2NKdA?scrollToActionId=c930d02f)

Click "Proceed". Click "Send" in next window

On the "Send email to reviewers" pop-up window, Click "Send"

ACC: Pay App Workflow_2026 04-30

cad bim
66 steps
23 minutes

Autodesk

Scribe

Salesforce

If you are in PDF, it is recommended that you [view in browser ](https://scribehow.com/shared/ACC_Pay_App_Workflow__vQYBQJedRGaBt7MJLe3GPA)(has bookmarks and easier to view)

General Contractor: Create pay app

Click "Cost"

Click "Cost Pay App"

Click this icon.

Click "Create"

Click "Select Contract With GC..."

Click "Olin Park Facility Improvements"

Click "Set up billing periods"

Click "Next"

Input date period for this one pay app. Click "Done" and then "Save" on the next screen.

Click "Create payment application"

Click this icon.

Click here.

Change view to "Amount & percentage view"

Click into a percentage box and type a value. This works for "Work Completed" this period or "Total Work Completed" and does calculations of other values for you.

Another example, with 75 % inputted.

Click here to expand Change Order to display Change Ordger Requests

Click this icon.

Click and type values as needed.

Click the Pay App name (blue text) to bring up the flyout.

Scroll up. Click the down arrow

Scroll to top of flyout. Click "Set as Pending Supplier Input"

Click "Set as Submitted"\ (NOTE: If you have not entered subcontractor information yet, submitted will be greyed out and remain so until you fill out)

City Construction Manager: Review pay app

Click Pay App name to bring up flyout.

To add a comment about a line item, click + symbol.

Type some comment. "Click "Add"

Click The percentage value in work completed. Type new value

Click here.

Click "Reject" (in this example)

You must provide a comment when selecting Reject. Type another comment and click "Add"

You can click speech bubble to see comment history

Click "Request revision". Click "Request revision" on the next popup screen to confirm

General Contractor: Review rejected items

Click here.

You can provide a new value and/or comment as before. Or accept the changes by clicking "Set as Submitted".

City Construction Manager: Generate documents and send for review

Review the data in the main window or click the top level item to view the flyout. Notably, the flyout has a "Pay Application Summary" and a "Change Order Summary"

Click "Add document"

Select "Generate from document template". Click "COM-ENG-FM Cost Pay App.xlsx"

If any supplemental attachments have already been uploaded to document package, simply click vertical 3 dots next to file name.

Click "Move to Attachments"

Construction Manager and Other Staff: Review data and documents

Accountant: Add Payment Reference and Set as Paid

Click "Payment References"

Click "Add payment reference"

Input "Payment Reference" and "Payment Type". Paid at defaults to the current date. Paid amount shouldn't be edited.

Click "Set as Paid"

City Construction Manager: Correct exceeded retention cap

Completion has exceeded 50% and total retention has exceeded the cap.

Click the X icon

Click this button to select a different view

Click "Accountant" view.

Hover over yellow "!" triangle icon next to "Total Retained". Click "Adjust total retained amount to 84,711.01" (in this example)

Click "Olin Park Facility Improvements-PA002"

Click here.

Click "Regenerate"

Click this 3 vertical dots icon.

Click "Open"

FINAL CHECKS AND SUBMISSION FOR FINAL REVIEW

Hit Refresh. Look At H. Current Payment Due Amount

For example, $378,009.93

Back in previous tab, expand Payment Application Summary

Look at Current Payment Due. At $378,009.93, it matches amount from PDF

Click "Proceed".

Click "Proceed". Click "Send" in next window

On the "Send email to reviewers" pop-up window, Click "Send"