Schedule of values software that survives the whole job
The schedule of values is the spine of every draw you will bill on this job. Set it up badly and you spend the next nine months arguing about percentages. Set it up once, properly, and each period is arithmetic.
What you will do
- Set the schedule once
- Bill against it every period
- Keep the totals reconciled
Why the schedule decides how the job gets paid
Every progress billing is measured against it. Each line carries a scheduled value, work completed in previous periods, work completed this period, materials stored, total completed and stored, and balance to finish. The whole G703 continuation sheet is that structure repeated per line.
Lines that are too coarse cost you money. One lump 'roofing' line means you argue about a single percentage every month. Lines that follow real, finishable scopes let you bill what is actually done and defend it.
It has to reconcile upward. The grand total of completed and stored work on the schedule is the number that carries into the pay-application summary. A schedule that does not sum is a rejected application waiting to happen.
Stored materials are a line item, not a favour. If your contract allows billing for material delivered and not yet installed, the schedule is where that gets tracked, with the retainage treatment your contract specifies.
Building a schedule of values that holds
- 1
Break the contract into scopes you can finish
Divide by work that has a recognisable completion, not by internal cost codes. If nobody can look at the roof and agree a line is done, that line will be argued about every single period.
- 2
Assign scheduled values that total the contract
The line values sum to the original contract sum. Front-loading is the classic temptation and the classic way to lose credibility with a GC who has seen it before.
- 3
Bill against it each period
Record work completed this period per line, plus any materials stored where the contract allows it, and let total completed and stored compute rather than typing it. Executed change orders come in as their own lines; pending ones stay off.
- 4
Reconcile before you send
Check that the schedule's grand total matches the pay-application summary and that retainage was applied per line at the rate your project allows.
- 5
Keep the schedule with the job
The schedule lives on the job record, so every draw for the next nine months is measured against the same agreed breakdown.
What the software does and does not decide
- FL Permit Pay holds the schedule of values on the job record, rolls each period's completed and stored work into the pay application, and checks the summary against the schedule before you download.
- Retainage rate is yours to set, and the applicable ceiling depends on project type: private Florida work is contract-driven with no statutory cap (Fla. Stat. 715.12), state public work caps at 5% (Fla. Stat. 255.078, not applicable under $200,000), and local public work caps at 5% with a small-entity 10% allowance (Fla. Stat. 218.735).
- Percent complete is a judgement your team records, not something the software observes in the field. The tooling enforces the arithmetic, not the honesty of the input.
- This is decision support, not legal advice about your contract or your lien rights.
Common questions
What is a schedule of values?
It is the breakdown of the contract sum into billable lines, each with a scheduled value. Progress billing is measured against it: per line you record work completed previously, this period, and materials stored, which produces total completed and stored, percentage, and balance to finish. It is the content of the AIA G703 continuation sheet.
How detailed should the lines be?
Detailed enough that each line has a completion an owner or GC can agree on, and no more. Lines that map to finishable scopes get approved; a single lump line for an entire trade turns every draw into a negotiation about one percentage.
Can I bill for materials I have delivered but not installed?
Only if your contract allows it. Where it does, stored materials are tracked as their own column on the schedule and carried into the completed-and-stored total, with retainage applied as the contract specifies.
Put the guide to work.
Set the schedule of values once on the job record, then bill every period against it without rebuilding the sheet.