For teams managing subcontractors, vendors, and project billing

Stop tracking payment applications, invoices, and compliance in a spreadsheet.

Pay When Paid shows you what's been billed, what's been collected, and what's still owed — by project and by subcontractor. When invoices are ready to release, your team can generate lien waivers, send them to subcontractors and vendors, and mark signed copies received — without another email chain.

See how it works

30 days free — try it with your own projects. No annual contract. Built for commercial, industrial, civil, and similar project work — not a rebuilt version of QuickBooks.

Payment workflow STEP 01 / 05
STEP 01 Submitted

Payment submitted to owner

Billing package is logged against the job so Accounting can see what’s out for collection.

Notification sent
Accounting team
STEP 02 Received

Payment received

Funds are matched to the payment application so project teams know cash has landed.

Notification sent
PM team
STEP 03 Release

Release approved invoices

Approved subcontractor and vendor invoices are cleared for payment against received funds.

Notification sent
Compliance team
STEP 04 Waivers

Lien waivers

Generate, send, and track signed waivers before money moves — no inbox scavenger hunt.

Notification sent
Accounting team
STEP 05 Checks

Release checks

Payment goes out through your AP process — everyone on the invoice stays in the loop.

Notification sent
All parties on the invoice
The problem

None of this is complicated. It's just scattered.

Most of what slows a finance or project team down isn't a hard problem — it's the same information sitting in five different places.

→

Nobody has the full picture

Accounting knows the deposit hit the bank. The PM knows which payment application or invoice it closes out. Getting both in the same view usually means a phone call.

→

Retainage gets forgotten

Holdbacks on payment applications and subcontractor billing get tracked in a dozen spreadsheets — and rediscovered the hard way at project closeout.

→

Releasing sub payments means chasing people

Which invoices are approved? Was the lien waiver sent, and did the signed copy come back? That answer usually lives in someone's inbox, not in a system anyone else can check.

How it works

Two things, done well. Nothing you don't need.

Pay When Paid doesn't replace your accounting system. It's the layer on top that keeps billing, release status, and lien waivers in one place everyone can see.

Billing & collections

Know what's owed, at a glance.

Every payment application and receivable, tracked from submission to receipt — by project and by client.

  • Submitted vs. received, side by side
  • Aging buckets — 0–30, 31–60, 61–90, 90+ days
  • Retainage held, tracked separately by project
  • Contract value, change orders, and consumption in one place
Release & lien waivers

Know what's ready — and get the waiver done.

Released invoices, AP check status, and lien waiver actions live on one page. Generate the PDF, send it to the subcontractor or vendor, remind if needed, then upload the signed copy when it comes back.

  • Generate, send, remind, and mark waivers received
  • Ready-to-release items consolidate automatically
  • Accounting gets one notification, not five emails
  • Cash-request view of received waivers still unpaid
What we don't do: we don't cut checks or connect to your bank to move money. Payment still stays with your team and AP — we manage the waiver workflow and make sure everyone knows what's ready.
Working with your ERP

Approved invoices live in your accounting system. We bring them into view.

Pay When Paid doesn't replace your source of truth. We work alongside your existing stack — using APIs when they're available, or other practical approaches when they're not — so project managers, accounting, and operations aren't chasing the same list via email.

Systems we connect to for ERP data today:

Approved invoices FROM CMIC
Davidson Drilling — Inv. 1047
Approved in ERP · Waiting
$18,420
Elmer Electrical — Inv. 0221
Approved in ERP · Waiting
$9,860
Wilson Utilities — Inv. 0088
Approved in ERP · Waiting
$14,150
3 approved invoices synced Now visible in Pay When Paid
Where this fits

Enterprise clarity without the enterprise weight.

Heavy compliance platforms solve payment and disbursement at scale — with the setup and cost that comes with them. Spreadsheets and email are free until they become the bottleneck. Pay When Paid sits in the middle: visibility, release coordination, and a practical lien waiver workflow.

Spreadsheets & emailEnterprise platformsPay When Paid
Built for Ad-hoc tracking that grew with the company High-volume subcontractor payment & compliance programs Teams that need billing, collections, release status, and lien waivers in one place
Lien waivers PDFs and threads scattered across inboxes Digitally exchanged inside a full payment network Generate, email to subcontractors/vendors, track sent/received, keep signed PDFs on file
Moving money Your AP process, as-is ACH / disbursement built in Not part of the product — payment stays with your team and bank
Cost model Looks free until the chasing costs hours Often includes implementation and per-payment fees Plans from $99/month. No subcontractor fees.
Who it's for

Built for teams that run projects with subcontractors and vendors.

A good fit if you

  • Manage a handful to dozens of active subcontractors or vendors per project
  • Track payment applications and vendor invoices in Excel or shared drives today
  • Have project managers and accounting working from different information
  • Need to collect lien waivers or approvals before releasing payment
  • Work across commercial, industrial, civil, or similar project types

Probably not a fit if you

  • Need automated ACH or wire disbursements built into the platform
  • Already have a heavy enterprise compliance suite fully rolled out and mandated
  • Don't manage project-based subcontractor or vendor billing
Pricing

Priced on your projects, not your headcount.

Invite your whole team — accounting, PMs, executives — at no extra cost. Start with a 30-day free trial, then pick the plan that matches how many companies and active projects you run.

Starter

$99/mo

$990/year — 2 months free

  • 1 company
  • Up to 5 active projects

Professional

$199/mo

$1,990/year — 2 months free

  • Up to 3 companies
  • Up to 20 active projects

Enterprise

Custom

We’ll scope this with you

  • Unlimited companies
  • Unlimited active projects

Annual billing is 2 months free. No per-user fees, no subcontractor fees.

Start with a 30-day free trial.

Try it on your own projects first — then talk to us if you want a walkthrough.

Contact

Two ways to reach us. Pick the right one.

Sales questions go one place. Product help goes another — so the right person sees it first.

Sales & inquiries

Demos, pricing, onboarding, or whether Pay When Paid fits your team.

Support

You're already a customer — account access, billing, or how something works in the product.