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Two columns sit side by side. You need this period, not the whole job. You tap the printed line item for exterior framing, the smudge from last week’s site visit still blurred along the left margin where you gripped the page while walking the perimeter. The hum of your desk fan mixes with the distant ping of the project group chat, but you tune it out to focus only on the numbers in front of you, no stray distractions pulling you away from this reconciliation.
Listed Scheduled Value Breakdowns
This pay document’s first column outlines the total scheduled value for every line item in your original contract, plus any fully signed, approved change orders that have been processed before the start of this pay period. Scheduled values are pre-negotiated before work begins, so each number maps directly to a specific, defined scope of work that both you and the client agreed to when the contract was signed. No unapproved change order work, no verbally agreed extra work, and no anticipated future work is included in this column, even if you know the work will be completed before the end of the job. Each line item’s scheduled value is the total amount you can bill for that scope across the entire length of the project, so you never bill more than that amount for that line item across all pay periods, unless a signed change order adjusts the value explicitly.
| Line Item Description | Total Scheduled Value | Allocated to This Pay Period | Notes |
|---|---|---|---|
| Exterior wall framing (first and second floor) | $124,500 | $31,125 | 25% of total scope completed this period, rough inspection passed 10/12 |
| Rough-in plumbing (all residential floors) | $78,200 | $78,200 | 100% of scope completed, final plumbing inspection signed off 10/11 |
| Window rough opening preparation and sealing | $42,800 | $21,400 | Illustrative example: 50% of total scope completed, remaining work scheduled for first week of next pay period |
| Exterior plywood sheathing installation | $66,100 | $0 | No work completed on this scope this period, materials scheduled for delivery 10/18 |
You cross-check each allocated scheduled value against the running total of what you’ve already billed for each line item in previous pay periods, to confirm the cumulative amount does not exceed the total scheduled value for that line. If you spot a discrepancy where the allocated amount pushes the total drawn over the pre-approved scheduled value, you flag that line for immediate follow up with the site foreman before you move to the second column of the document. You only proceed once every allocated value in the first column aligns with the contract terms and previous billing records you have on file for the job.
Period-Specific Work Completed Comparison
This is the core check you run on this pay document, matching every dollar allocated in the scheduled value column to verifiable, completed work from the pay period in question. You do not count work that is partially finished but missing a required inspection, work that is only 90% complete with final touches pending, or materials that are delivered to the job site but not yet installed. For each line item, you pull corresponding proof of completion: time-stamped site photos, signed inspection forms from the local building department, foreman daily logs that note when the work was finished, and material receipts that confirm all required supplies for the completed portion of the scope were used on site.
For the exterior framing line item, you pull the photo album uploaded to the project cloud drive on 10/12, showing all first and second floor walls stood, squared, braced, and marked with the city’s rough inspection approval sticker. That matches the 25% completion noted, so the $31,125 allocation is correct. For the rough-in plumbing line, you have the physical signed inspection form from the city plumbing inspector in the job folder, so the full $78,200 matches the completed scope with no discrepancies. For the window rough opening line, you cross-reference the foreman’s daily logs from the past two weeks, which note that 12 of the 24 required rough openings have been cut, framed, and sealed, matching the 50% completion rate listed.
You can log any discrepancies you find directly into Draw Jacket if you need to flag them for the rest of the billing team to review before the document is submitted to the client. You do not make any adjustments to the work completed amounts without written proof to back up the change, as verbal updates from the crew are not sufficient for billing purposes. The goal of this comparison is to eliminate any risk of overbilling for work that is not fully complete, while also ensuring you do not underbill for work that has already been finished and signed off on.
Next Time You Reference This Pay Document
When you stand up from your desk right now, you tuck this printed pay document into the front of the job’s active billing folder, right between the previous pay period’s finalized reconciliation and the stack of fully signed change orders that will be applied to the next billing cycle. You file the folder in the locked filing cabinet dedicated to active projects, so it is easily accessible for anyone on the billing team who needs to reference it before the next draw is prepared. The next time you pull this exact page out will be 28 days from now, when you are reconciling the next pay period’s draw request.
At that point, you will first cross-reference the work completed values on this page against the total scheduled values, to track how much of each line item’s budget is left to draw down for remaining work. You will first check any line items that had partial completion this period, like the window rough opening line, to confirm the remaining 50% of the work was completed in the next pay window, so you can bill for the remaining $21,400 allocated to that line item. You will also cross-reference these numbers against the actual costs you have paid out to subcontractors and material suppliers for this period, to make sure your incoming billing aligns with your outgoing job costs, so you do not end up carrying float for work that has already been finished.
If the client requests a breakdown of what was billed in this period, you will pull this page to walk them through each line item, the scheduled value, the work completed, and the proof you have to back up every dollar listed. You will also reference this page if there are any questions about what work was completed in this pay period during any regular client check-ins, or if there is a delay in payment that requires you to provide additional supporting documentation for the draw. You will not need to reference this page once the job is fully closed out, all payments have been received, all required lien waivers have been exchanged with both the client and your subcontractors, and the job file is moved to long-term storage. Until that point, this page stays in the active billing folder, easily accessible for any future cross-checks or documentation requests that come up over the course of the project.
