AIA^® Billing

Many Total Office Manager users in the contracting industry are required to submit requests for payment using official AIA documents.

There are many methods to complete AIA Billing in the contracting industry. While each of those methods may vary from one contractor to another, Total Office Manager has integrated this process to work based on data that is entered into the software.

Many contractors typically complete an AIA Payment Application then enter an invoice based on the information contained on the Payment Application. This practice is performed because there is not an easy or computerized method to tie everything together. In the world of accounting, before you send an invoice to a customer, you must first enter it into your accounting service software so that it increases your receivables. The AIA Payment Application is simply a standardized invoice in which you are requesting payment for the job you are currently working on. Using the progressive billing feature in Total Office Manager makes completing the AIA Payment Application easier.

Because Total Office Manager integrates your invoices, payments, work orders (completed or scheduled) along with your current and previous payment applications, all of this information can be found in one place. No longer do you have to look through a filing cabinet, or duplicate information into multiple service software programs.

After creating your accounting invoice you can then create your AIA payment application (request for payment) as follows:

1. From within the invoice you will create a payment application. This will populate the scheduled values from the estimate for the items invoiced and also put the invoiced amounts in the "This Period" column.
2. Once the invoice information is loaded, you will be able to enter and verify all information on the "Summary of Work" tab.

• Line 1 - Contract Amount is the total that is found on the estimate.
• Line 2 - Sum of Change Orders is the total amount of change orders that were entered for the original estimate.
• Line 4 – Total Completed and Stored is the total amount of the invoice that was billed from the estimate.

• Column C contains the amounts that were entered on the original estimate.
• Column E contains the amounts that were progressively billed for the work that is completed.
• Column Gb is the total percentage that has been billed, which matches the invoice percentages.

After filling in and verifing the AIA Payment Application you can then print out the information on your offical AIA forms 701 & 702.