How to Create a Pay Estimate or Pay Request

Click the link to watch a video on setting up a payment, creating a pay estimate document, and routing the document for electronic approval: OneOffice - Payments, Pay Request Documents, Electronic Approval

Payments can be created for the contract or for individual projects in the contract. A contract payment will bring in transacted values across all projects in the contract while the project payment will only show transacted values for a specific project.

Creating the pay estimate or pay request will total all inspected item quantities for the contract or the project payment and will also tag the pay estimate number to each transaction, locking it from edits (only allowing for item adjustments). To create a payment:

1. Navigate to the contract, then click on ‘Payments’ on the left contract menu.

2. Click on 'Add' and fill out the form:

   1. Select the ‘Up To’ date; any unpaid transactions up to the date selected will be pulled into the payment being created.

      1. Once this step is complete, any new transactions and adjustments will not be added to this payment request. To modify the pay request after it had been created the transactions can be added or removed from the payment individually.

   2. If this is the final payment, select the checkbox for ‘Final’. This will automatically release any remaining retainage.

   3. If this is a project payment, select the project number. If creating a contract payment, please leave that field blank.

3. Click on ‘Save’ when complete, then navigate back to the list of payments.

4. For the first payment, an entry under ‘Active Retainage’ will be automatically added for 5%. This entry can be modified or additional retainage can be added as well.

5. Optional: View any payment reports and/or funding validation by clicking on ‘Details’ next to the recently added payment, then click on any of the reports or ‘Funding Validation’.

6. Click on ‘Edit’ next to the payment recently created, and enter fields for ‘Completed By’ and ‘Completed Date’ to finalize the payment.

7. To create the document and electronically route it for approval, click on the Payment MS Office template below (Contractor Payment, Contractor Payment with Project Values, etc). The document will download, depending on the browser, click “open” or click on the download. This will open the Word document.

8. After the Word document opens, select ‘enable editing’ on the document; then, click on the Add-In in the upper right corner if it does not open automatically.

9. Enter the ‘Name’ of the document (ie Contract 123 Pay Request 1), then under Entity, select the payment request(s) that needs to be created. Click on “Create Selected Documents”, this will then transfer and update fields based upon the selection made.

10. There is now the option to ‘Save as PDF’ or save as a Word doc.

    1. If you choose to save as PDF, this is viewable within OneOffice (no need to download and open in Word to view the document), electronic approvals can all take place within OneOffice (you don’t need any external programs like AdobeSign), and a PDF copy is automatically saved back to OneOffice for future download or print if needed.

11. Click ‘Save’. This will bring up another page in the Add-In for you to Optionally route for approval, add comments, or additional documentation. If you add anything, you will then want to click ‘Upload Document’ to save any additions to that document.

12. Once the document is saved, it is automatically added to the Document section in OneOffice or by selecting the ‘Documents’ button on the payment template you used. For example, if you chose the Contractor Payment with Project Values, you would select the blue “documents” button to the right of that template name and this would then bring you to all documents created under that specific template. Another area your documents can be found is in the ‘Documents’ section under the OneOffice menu.