Topic Thread

How do you submit or have your subcontractors submit their AIA docs?

  • 1.  How do you submit or have your subcontractors submit their AIA docs?

    Posted 14 days ago
    ​Good morning,

    I'm hoping to gather some information before hosting a roundtable later this week.

    This question is geared mainly towards general contractors/construction managers and to specialty subcontractors.  What method is used to submit the AIA documents?

    • hard copy - mailed?
    • hard copy - electronically?
    • online - through what program?
    • other method?


    I would love to hear what you or your subcontractors use?  Is there a mandatory process in place?  What are the pros and cons of the method used?  And any other feed back you wish to share.

    thanks,

    Harriet

    ------------------------------
    Harriet Perdue
    Owen-Ames-Kimball Co.
    Grand Rapids MI
    (616) 456-1521
    ------------------------------


  • 2.  RE: How do you submit or have your subcontractors submit their AIA docs?

    Posted 13 days ago
    From the perspective of a specialty subcontractor, I would like to relay that the online business portal methods become cumbersome and delay contract cash flow because each platform has it's own idiosyncrasies and requirements that do not always fit into a company's billing procedures and/or IT capabilities.

    Thanks for listening and I hope your round table is a success!

    ------------------------------
    Lucrezia Esteban
    Controller
    East Muskegon Roofing and Sheet Metal Co., Inc.
    Certified Building Solutions, LLC
    Certified Sheet Metal, LLC
    Muskegon MI
    (231) 744-2461
    ------------------------------



  • 3.  RE: How do you submit or have your subcontractors submit their AIA docs?

    Posted 13 days ago

    We actually prepare the pay requisition for all the subs, allocating to them all the quantities, based on the pay quantities that the awarding authority has given to us. We do strictly public work, usually for state DOT's, and all the quantities that a sub is paid is based solely on the owner's quantities to us, the general. We prepare the pay req for each sub, each pay period, and send to them the req and a partial lien release for signature, and then process payment after we are paid, in accordance with the subcontract. We use Excel to prepare the req, and Word for the lien release, and usually email to them for signature. Sometimes we still fax to some subs.

     

    Hope that helps.

     

    Paul

     

    Paul L. DeRoche, Controller

    MIG Corporation, Inc.

    One Acton Place, Suite 200

    Acton, MA 01720

     

    Cell: 978-317-3182

    Office: 978-264-4800

    Fax: 978-264-0123

     






  • 4.  RE: How do you submit or have your subcontractors submit their AIA docs?

    Posted 13 days ago
    ​We request AIA's as follows:

    1. email to ap@xxxxxx.com
    2. send in hard copy and we add to electronic routing and approval application

    Bill

    ------------------------------
    William Patt
    Vice President/Chief Financial Officer
    Corval Group, Inc
    St. Paul MN
    (651) 605-2474
    ------------------------------



  • 5.  RE: How do you submit or have your subcontractors submit their AIA docs?

    Posted 12 days ago

    Due to heavy volume, we use GC Pay software for all of our subcontractor billings.  All billing is done online and has full integration with our ERP resulting in up to  the minute information for our subcontractors.

     

    TYLER ROBERTS Controller, SPG LEED® AP
    C.W. Driver Builders Since 1919
    468 N Rosemead Blvd. Pasadena, CA 91107
    T: 626.351.8800  F: 626.351.8887
    troberts@cwdriver.com I www.cwdriver.com

     






  • 6.  RE: How do you submit or have your subcontractors submit their AIA docs?

    Posted 13 days ago

    We're a general contractor: All AIA billings are downloaded from our billing system into a PDF and emailed to customers.  We require all subcontractors to email us their monthly bills using our standardized billing format.

     

    Greg Belanger

    West Fork Construction, Inc.

    Sacramento, CA  95826

     

     






  • 7.  RE: How do you submit or have your subcontractors submit their AIA docs?

    Posted 13 days ago
    We are a Drywall Sub.  Most GCs / CMs  allow us to submit our ERP generated AIA look alike as a PDF to them which I sign in the PDF editor with a "rubber stamp" picture of my actual signature.   One General insists that I print the PDF  and wet ink sign and scan before submitting.
    I have only one General currently ( and in the last 25 year) that requires  the true AIA document bought from the AIA bookstore with the red ink copyright warning.  I hate because it require the old fashion typewriter  (often  means white out).  All of the Above take the email with no hard copy backup.   My understanding, from the folks at Hilger Hammond in Michigan, as long as you have a clause in the contract agreeing the e-mailed documents are  as good as originals, no need to require "Hard Copy"  Christman in Lansing Michigan has their own Portal that I find easy enough to use.

    ------------------------------
    Dan Vander Ploeg CCIFP
    Treasurer
    Bouma-Betten Construction, Inc
    Portage MI
    (269) 327-6751
    ------------------------------



  • 8.  RE: How do you submit or have your subcontractors submit their AIA docs?

    Posted 13 days ago

    Hello Harriet,

    About three years ago we developed a WEB based application for a client to automate their AIA Billing paperwork.  Their main challenges was the various types PDF documents their clients asked them to complete.

    Our application generates an invoice, and client specific payment application (G702), schedule of values (G703), and  Conditional Lien Waiver. They submit majority of their billings electronically via e-mail, unless the client specifically requests a hard-copy.

    You can find some information about the App on our website.

    Feel free to call me directly if you should have any additional questions.

    Respectfully,
    Varoujan Adamian
    Principal Consultant
    Noravand
    Burbank, CA
    (818) 201-5111
    vadamian@noravand.com