From the founder
Why I built subPAY.ai: I kept missing pay app deadlines
Matt, founder of subPAY.ai · November 2026
Billing 25 pay apps a month from a spreadsheet
As a subcontractor myself, I submit about 25 pay applications to general contractors every month.
For years, my process was disorganized. I kept a spreadsheet with most of our contracts and went through it line by line each month to see what needed to be billed.
More than once, a pay app didn't get submitted: the draw had already closed, I forgot a project needed a manual G702/703, or the project never made it onto the spreadsheet in the first place.
Change order requests and retainage tracking were even less organized.
What a missed pay app costs a subcontractor
Every missed pay app pushed a payment back a month. Cash flow is the lifeblood of my business, and I needed a faster, more accurate way to handle billing. I knew I was hurting my business with the mistakes I was making on something so important to its survival.
So I built subPAY.ai, a tool to keep my pay apps on track and my cash flowing.
Think of it like tax software for your billing
Think of it like the tax software you use each year. It doesn't create new documents for you. It gathers the ones you receive, organizes them, and fills out the forms so you can file on time and accurately. subPAY.ai does the same for your pay apps.
How subPAY.ai helps subcontractors bill on time
One calendar for every pay app deadline
Every contract you enter shows up on a single calendar, with the date each pay app is due and how it's submitted (Textura, Procore, or a G702/703). Before each deadline, you get a reminder email listing the pay apps coming due.
Smart Import for pay applications
After you submit a pay app to the GC, drag and drop the PDF into Smart Import. It reads the pay app, records it to the project, and breaks out the retainage withheld and the amount due to you, so it's easy to enter into your accounting software.
Requests for Change Orders (RCOs)
Submitted an RCO to the GC? Drop it into Smart Import. It reads the RCO, checks it for accuracy, and files it under the project. Once the GC approves it, mark it approved, and subPAY.ai will remind you to add it to your next pay app, so approved change orders actually get billed.
Half the billing time, fewer mistakes
Using subPAY.ai, I spend half the time on billing each month, and I make fewer mistakes. Getting every pay app in on time means getting paid on time.
If any of this sounds familiar, give it a try.
— Matt
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