A construction application for payment sets out the value you believe is due under the contract. It should show work completed, variations, materials, retention, previous amounts and the payment you are applying for now.
Use this UK template for a 2026 subcontract payment cycle.
This is general information, not legal advice. Construction payment notices and deadlines are contract-specific; check the subcontract.
Application for payment template
Applicant: [Legal subcontractor name]
Contractor: [Legal contractor name]
Project/site: [ ]
Subcontract/PO: [ ]
Application number: [ ]
Valuation date: [ ]
Due date under contract: [ ]
Final date for payment: [ ]
| Application summary | Amount |
|---|---|
| Original subcontract value | £[ ] |
| Approved variations | £[ ] |
| Revised subcontract value | £[ ] |
| Work completed to date | £[ ] |
| Materials on site allowed | £[ ] |
| Gross valuation | £[ ] |
| Retention | -£[ ] |
| Previously certified/paid | -£[ ] |
| Amount applied for now | £[ ] |
Attachments: [valuation breakdown, measures, photos, variations, delivery notes, programme]
Application versus invoice
An application asks the contractor to value and certify payment under the contract. An invoice records the supply and tax treatment.
Do not label an application as a VAT invoice unless it meets that purpose and the contract requires it. Follow the payment process:
- submit application by the cut-off
- receive valuation or payment notice
- resolve differences
- issue the invoice at the required point
- track the final date for payment
State the contract dates
Record the application cut-off, due date and final date for payment from the subcontract. Do not substitute your standard 30-day invoice term if the contract sets another process.
Keep proof of submission to the nominated email or portal.
Break down the work
Use the agreed schedule of values. Each line should show:
- contract value
- percentage or quantity complete
- previous value
- value this period
- cumulative value
This prevents the current claim from rebilling prior periods.
Approved and unapproved variations
List each variation separately with its status. An instructed but unpriced change should not disappear, but the amount claimed must follow the contract.
Attach the instruction, quotation and approval where available. The variation order template gives the record.
Retention and materials on site
Apply the retention rate and cap written in the subcontract. Include materials on site only where allowed and evidenced.
The contractor needs quantities, location, invoices and delivery records to assess them.
Convert the agreed amount to an invoice
Once the current value is agreed or certified, the invoice should show the site, PO, period, gross value, VAT treatment, CIS deduction and cash amount due.
Use the construction valuation template for the cumulative calculation and the subcontractor invoice template for billing.
Application email
Subject: Application [number], [site], period ending [date]
Hi [name],
Application [number] for [package] at [site] is attached for the period ending [date]. The amount applied for is £[amount].
Supporting documents: [list]. Please confirm receipt before the [cut-off] deadline.
Regards,
[your name]
Application checklist for 2026
- Is it addressed to the correct legal entity and submission route?
- Is the cut-off met?
- Are dates taken from the contract?
- Are cumulative and current values separate?
- Are variations referenced and evidenced?
- Are retention and materials on site allowed?
- Are prior certificates and payments deducted?
- Is proof of submission retained?
Sendinvo is the invoicing step after the application has been assessed. Start free to issue the resulting CIS or reverse-charge invoice with the agreed amount due.