How HVAC Subcontractors Submit Payment Applications Through AIA Forms
What an AIA Payment Application Is and Why HVAC Subcontractors Use It
An AIA Payment Application (officially AIA Form G702) is a standardized invoice that HVAC subcontractors submit to the general contractor or project manager to request payment for work completed. It is not a government form—it is an industry standard created by the American Institute of Architects that most construction projects use to track labor, materials, and progress payments.
For HVAC work specifically, the payment application documents what you have installed, what it cost, and what portion of the contract price you are claiming. The general contractor uses your application to verify the work, then includes it in their own payment request to the project owner or lender. Without a completed AIA form, many general contractors will not process your invoice at all, because their own payment depends on submitting one to their client.
The process protects both you and the contractor: it creates a paper trail of what was done and when, which matters if there is a dispute later. It also ties your payment to actual progress, so you cannot claim full contract value before the work is finished.
Key Takeaways
- AIA Form G702 is the standard payment request document on most construction projects, and general contractors often will not pay without it.
- You fill in the form with the contract amount, work completed to date, materials stored on-site, previous payments received, and the amount you are requesting now.
- The general contractor or project manager reviews your application, verifies the work matches what you claim, and either approves it or asks for corrections.
- Payment timing depends on the project's payment schedule, which is usually 30 days after the contractor receives and approves your application.
- Keep copies of every application you submit and track which ones have been paid, because disputes over missing payments often come down to whether the form was actually received.
The Information You Need Before Filling Out the Form
Before you sit down to complete an AIA G702, gather your contract documents and job records. You will need the original HVAC contract amount (the total price you agreed to), the contract start date, and the project name and address. Have your invoices or work logs for the current period so you can accurately state what labor and materials you have provided.
Ask the general contractor or project manager for the project's payment schedule—this tells you when payments are typically made and whether there are any retainage amounts (money held back until the job is complete). Some projects hold back 5 or 10 percent of each payment; others release full payment once work is approved. Knowing this upfront prevents confusion when your check arrives smaller than you expected.
You will also need to know whether any previous payments have been made to you on this project. The AIA form includes a line for cumulative payments to date, so you must account for every dollar you have already received before calculating what you are owed now.
How to Complete the AIA Form G702 Step by Step
Start at the top of the form and fill in the project name, location, and the name of the general contractor or construction manager. Enter your company name, license number, and contact information in the subcontractor section. The form asks for the architect's name and the project owner's name—get these from the general contractor if you do not have them.
In the middle section, enter your original contract amount in the first column. Then, in the "Current Period" column, write the value of work you have completed since your last payment application (or since the project started, if this is your first one). Include labor, materials, and equipment rental if those are part of your contract. Below that, list any materials you have delivered to the job site but not yet installed—the form calls this "Materials Stored Not Yet Incorporated."
The form then calculates your total claim by adding current work plus stored materials. Subtract any previous payments you have received, and the result is what you are requesting now. Sign and date the form, and have your supervisor or project manager sign it as well if your company requires internal approval before submission.
Do not guess at dollar amounts or round numbers. Use your actual invoices, timesheets, and delivery receipts to back up every figure. If the general contractor or project manager questions your numbers later, you will need to show the paperwork that supports them.
Where to Submit Your Application and What Happens Next
Ask the general contractor or project manager where they want the form sent—email, printed copy, or a project management portal. Some larger projects use software like Procore or Touchplan where you upload the form directly; others still use email or paper. Confirm the submission deadline; many projects require applications by the 25th of the month to be included in that month's payment cycle.
Once you submit, the general contractor will review your application to verify that the work you claim is actually complete and matches the contract scope. They may walk the job site, compare your numbers to their own records, or ask you for photos or receipts. This review usually takes a few days to a week.
If everything matches, the contractor approves your application and includes it in their own payment request to the project owner or lender. If there is a discrepancy—you claim work that is not finished, or your numbers do not match their records—they will contact you to ask for corrections or clarification. You then resubmit a revised form.
Payment timing depends on the project's cash flow. Most projects pay 30 days after the contractor receives your approved application, though some are faster and some slower. Ask the general contractor what the typical payment window is for this project so you know when to expect the check.
Common Reasons Applications Get Rejected or Delayed
The most frequent problem is submitting an application after the deadline. If the contractor's deadline is the 25th and you submit on the 28th, your application will likely roll into the next month's payment cycle, delaying your check by weeks. Mark the deadline on your calendar and submit early.
Another common issue is claiming work that is not actually complete. If you list an air handler as installed but it is still sitting in the warehouse, the contractor will catch it and ask you to revise. Only claim work that is physically done and, ideally, inspected or signed off by the general contractor.
Mismatched numbers also cause delays. If your application claims $15,000 in work but your invoice to the contractor shows $14,500, they will stop and ask which number is correct. Keep your invoices, timesheets, and payment applications aligned so there is no confusion.
Some contractors reject applications because they have not received payment from the project owner yet. This is not your fault, but it means your check will be delayed until the contractor's cash arrives. Ask the general contractor upfront whether the project is on a payment schedule or whether cash flow is tight.
How to Track and Follow Up on Your Applications
Keep a simple spreadsheet or log of every AIA form you submit. Record the submission date, the amount claimed, and the date you expect payment. When the check arrives, mark it as paid. This record protects you if there is ever a dispute about whether you were paid for a particular period.
If you do not receive payment by the expected date, contact the general contractor's accounting department or project manager within a few days. Do not wait weeks—the sooner you ask, the sooner they can track down the issue. Many payment delays are simply because the form got lost in email or the contractor forgot to include it in their payment request.
If the contractor says they never received your application, resend it immediately and ask for a read receipt or confirmation. If you submitted it in person or via email, you have proof of submission. If you submitted it through a portal, take a screenshot showing the upload was successful.
Some projects require a lien waiver—a document stating you have been paid and will not file a lien against the property—before the contractor releases your check. Ask whether this project uses lien waivers and, if so, whether you sign it before or after payment. Never sign a lien waiver before you have the money in hand.
What to Do If Payment Is Withheld or Disputed
If the contractor disputes your application or withholds payment, ask them in writing what the specific issue is. Do they claim the work is not complete? Do the numbers not match their records? Do they have a quality concern? Get the reason in writing so you know what to address.
If it is a quality issue, ask whether the work can be corrected or whether they want a credit. If it is a numbers discrepancy, pull your invoices and timesheets and show them side by side with your application. Most disputes resolve once both parties can see the same documentation.
If the contractor simply will not pay and will not give a reason, you have a few options. You can file a lien against the property (rules vary by state, so check your state's lien law), send a demand letter, or pursue a mechanics lien claim. Before taking legal action, try one more conversation with the general contractor's owner or accounting manager—sometimes the issue is miscommunication, not refusal to pay.
Frequently Asked Questions
Can I submit an AIA form if the work is not completely finished?
Yes. The form is designed for progress payments, so you can claim work completed to date even if the full contract is not done. Only claim the portion of the work that is actually finished and ready for inspection. Do not claim future work or materials you have not yet delivered.
What if the general contractor asks me to sign a lien waiver before I get paid?
Do not sign it. A lien waiver says you have been paid in full and will not file a claim against the property. If you sign before the check clears, you have no legal recourse if the check bounces or the contractor changes their mind. Always sign the waiver after payment has been received and deposited.
How long should I keep copies of my AIA applications?
Keep them for at least as long as your state's statute of limitations for construction disputes, which is typically three to six years. Store them with your contract, invoices, and timesheets for that project. If a payment dispute comes up years later, these documents are your proof of what was claimed and when.
What if I submit an application but the project runs out of money before I get paid?
This is a serious risk on some projects. If the project owner or lender stops funding, the general contractor may not have money to pay you even if your work is approved. Before starting work, ask the general contractor about the project's funding source and whether there is a payment bond (insurance that guarantees payment even if the project runs out of money). If there is a bond, you can file a claim against it.
Do I need to use the official AIA form, or can I use my own invoice?
Most general contractors and project owners require the official AIA G702 form because it is standardized and includes all the information they need to process payment and track the project budget. Using your own invoice instead may result in rejection or delay. Ask the contractor which form they require before you start work.