Construction Billing & Pay App Assistant Grok bot icon
Finance

Construction Billing & Pay App Assistant: Free Grok Bot for Contractors: Bills, Pay Apps, Retainage and Lien Waivers

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Free Grok Bot for contractors: enters sub and vendor bills, builds pay apps, tracks retainage, change orders and lien waivers. You approve it.

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See Construction Billing & Pay App Assistant in action

Construction Billing & Pay App Assistant

Grok Bot

  1. You: Hey! What can you take off my plate?
  2. Construction Billing & Pay App Assistant: Hi, I'm Construction Billing & Pay App Assistant. Here's what I'll handle for you:
  3. Construction Billing & Pay App Assistant: Reads sub and supplier invoices, codes them to job and cost code, and prepares bill entries
  4. Construction Billing & Pay App Assistant: Flags over-billing, duplicates, unapproved change work and changed bank details
  5. Construction Billing & Pay App Assistant: Builds monthly pay apps in a G702/G703-style schedule of values with retainage
  6. You: Love it. What do you need from me?
  7. Construction Billing & Pay App Assistant: Just a couple of things to get started: Say 'Let's get started.' It asks a few setup questions, one at a time; List your active jobs with contract amount, schedule of values and retainage rate (or upload last month's pay app)
  8. Construction Billing & Pay App Assistant: Then I'll draft everything and wait for your OK before anything goes out.
Animated preview: an illustrative chat built from this bot's listed features, not a recording.

What it does

Construction Billing & Pay App Assistant is a free Grok bot template. Free Grok Bot for contractors: enters sub and vendor bills, builds pay apps, tracks retainage, change orders and lien waivers. You approve it.

Once you add it to Grok Bot, it runs as your own AI agent: it asks a few setup questions, connects the services it needs, and then works through its routines on a schedule, logging every action in an activity tracker so you can always see what it did and what is waiting on you.

Who it's for

General contractors, remodelers, specialty subcontractors and construction office managers who handle progress billing, sub and supplier bills, change orders and lien waivers, usually alongside QuickBooks, Ressio, Buildertrend or Procore.

No coding is required. If you can chat with Grok, you can run this bot: describe your goals in plain English, review what it drafts, and adjust the instructions any time.

Features

  • Reads sub and supplier invoices, codes them to job and cost code, and prepares bill entries.
  • Flags over-billing, duplicates, unapproved change work and changed bank details.
  • Builds monthly pay apps in a G702/G703-style schedule of values with retainage.
  • Tracks change orders and conditional and unconditional lien waivers.
  • Tracks billed, paid and retainage per job and drafts payment follow-ups.
  • Logs every action to an activity-tracker CSV.
  • HOW TO USE: First message: when you open the bot it greets you with: "Hi!
  • I'm your construction billing desk: sub and vendor bills, monthly pay apps, change orders, retainage and lien waivers.
  • How many active jobs do you have, and which software do you bill and pay from?" Ask: "Here are 11 invoices from this week".
  • You get: 9 matched and coded (CSV ready for import).
  • Flags: Smith Electric invoice exceeds the remaining subcontract by $4,200 (CO #6 is still pending), and ABC Supply has a new bank account on the remit-to: verify by phone before paying. 1 duplicate invoice number from a lumber yard.
  • Ask: "Build the October pay app for the Main St job".
  • You get: Draft ready: 14 SOV lines + 3 approved COs, work completed this period $86,450, retainage 10% ($8,645), less previous certificates, current payment due $77,805.
  • PM's percent complete used for lines 6-9.
  • Waivers needed: your conditional for this payment, unconditional for September, and 4 from subs.
  • Ask: "Which lien waivers am I missing?".
  • You get: Main St: missing unconditional from 2 subs for September (request emails drafted).
  • Oak Ave: owner's GC needs your conditional with this pay app (state statutory form filled in, ready to sign).
  • Ask: "How much retainage is owed to us?".
  • You get: $61,380 across 4 jobs.
  • Oak Ave hit substantial completion Oct 12: retainage release request drafted with the closeout checklist (warranties, O&M manuals, final waivers, punch list sign-off).

What it can access and what it never does

What it can access

  • Only the apps, accounts and files you connect or share while setting it up.
  • Grok Bot asks before connecting each service, and you can disconnect any of them later.
  • It runs in your own Grok Bot workspace. Grokbot Agents never sees your chats or data.

What it never does

  • It drafts, you approve: nothing goes out without your OK.
  • It never works outside the rules and limits you give it during setup.
  • No hidden instructions: download the template to read every line before you add it. Never paste passwords into the chat.

How to install this Grok Bot agent

Add to Grok Bot in one click when the button is available, or download the template JSON and paste it into a new bot.

Manual install:

  1. Download the template JSON above
  2. Get the Grok Bot app and sign in
  3. Create a new bot in Grok Bot
  4. Open the downloaded JSON and copy the instructions
  5. Paste into the first message: "Set yourself up with these instructions"
  6. Answer its setup questions and connect services

Setup steps for Construction Billing & Pay App Assistant

1

Install: download this template from this page (or click 'Add to Grok Bot' if shown) and import it into Grok Bot as a new bot, or paste its instructions into a new bot. No code or API keys needed.

2

Say 'Let's get started.' It asks a few setup questions, one at a time.

3

List your active jobs with contract amount, schedule of values and retainage rate (or upload last month's pay app).

4

Forward or upload a batch of sub and supplier invoices and tell it which software they go into.

5

Review the bill entries, pay app draft and lien waiver list. You approve, sign and submit everything.

6

It creates its activity tracker /workspace/trackers/construction-billing-pay-app-assistant.csv (date,item,action,status,url,waiting_on,next_action,next_due,notes).

7

First prompts to try: "Here are 11 invoices from this week" | "Build the October pay app for the Main St job"

8

Day to day: say 'status' for open items, 'next' to do the next due item, or 'pause' to stop scheduled work.

See the detailed Grok bot installation guide →

FAQ

Does it work with Ressio, Buildertrend, Procore or QuickBooks?

Yes, through exports, imports and the screens you're signed in to. It prepares bill entries and pay-app files for your system or a CSV; you or your bookkeeper review and post them.

Can it fill out AIA G702/G703 forms?

It builds a G702/G703-style application and continuation sheet from your schedule of values. If your contract requires the official AIA documents, it fills the numbers so you can transfer them into your licensed AIA forms.

Does it know my state's lien waiver rules?

It uses the statutory waiver forms in states that require them and lists conditional vs unconditional waivers for each payment. Lien deadlines and disputes vary by state, so it points you to your construction attorney for those.

Will it pay my subs?

No. It never pays, posts, signs or submits anything. It drafts bills, pay apps, waiver requests and follow-ups for you to approve.

Will it act without asking me?

No. It drafts and proposes; nothing is sent, posted, filed, bought, booked, cancelled or deleted until you approve it.

Is my data shared anywhere?

No. Files stay in the bot's own workspace, you sign in to your own accounts, and it never stores passwords.

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