Configure and Use GCPay Integration

The GCPay integration streamlines your subcontractor payment workflow by connecting Cost Management with the GCPay's payment application platform. This digital workflow offers several key benefits:

Check out the overview video:

Learn the GCPay integration workflow:

Enable GCPay in project process settings
As general contractor:
Manage subcontracts
In 
Cost Management
In 
GCPay
Connect to a Cost Management project
Pull contracts from Cost Management
As subcontractor:
Breakdown schedule of values
Review and approve SOV
Create and submit payment applications
Review and approve payment applications
Push approved payment applications to Cost Management
View payment applications summary
Add cost payment application to budget applications as associated costs
In 
Cost Management

In this article:

Enable GCPay Integration in Project Settings

Project administrators enable downstream payment options in Project Process settings. On the Downstream payment step, you can turn on Cost Payment Application, GCPay, and Expense independently. GCPay manages the Schedule of Values and payment applications for contracts that use GCPay as the downstream payment system. Configure the default downstream system for each contract type in Contract Types settings.

Important: Only project administrators can change project process settings.

To enable GCPay:

  1. Select the Settings tool from the left navigation.

  2. Switch to the General tab.

  3. Scroll down to Project Process.

  4. Click Edit.

    Project Process settings dropdown menu

  1. Click Next until you reach the Downstream Payment section.

  2. On the Downstream payment step, enable the options you need:

    • Cost Payment Application — members create and manage cost payment applications in Cost Management for contracts configured to use this system.

    • GCPay — GCPay manages the Schedule of Values and payment applications when set as the downstream payment system. Configure the default system in contract type settings.

    • Expense — members track and reconcile cost liabilities such as purchase invoices and internal costs. See Expenses to learn more.

      Edit project process Downstream payment step showing Cost Payment Application, GCPay, and Expense toggles

  3. Click Next until you can click Save.

Note: You can't turn off Cost Payment Application if cost payment applications already exist in the project. You can't turn off GCPay if a GCPay payment application already exists.

After you save, configure which contracts use each system. See Configure the downstream payment system.

Configure the Downstream Payment System

For each contract, Cost Management uses Cost Payment Application, GCPay, or None as the downstream payment system. This setting controls where subcontractors submit payment applications and where the Schedule of Values is managed.

Set defaults at the contract type level, then override individual contracts when needed.

Set the Default by Contract Type

  1. Select the Settings tool from the left navigation.

  2. Switch to the Cost tab.

  3. Open the Contract types section.

  4. In the Downstream payment system column, select Cost Payment Application, GCPay, or None for each contract type.

    Contract types table with the Downstream payment system drop-down showing Cost Payment Application, GCPay, and None

  5. Click outside the dropdown for changes to be saved.

Note:

  • If Cost Payment Application is turned off in project process settings, Cost Payment Application isn't available in this drop-down list. If GCPay is turned off in project process settings, GCPay isn't available in this drop-down list.
  • You can't change the downstream payment system for a contract type if cost payment applications or GCPay payment applications already exist for contracts of that type.

Typical setup: set Subcontract to GCPay and leave other contract types as Cost Payment Application or None.

Override on an Individual Contract

  1. Select the Cost tool from the left navigation.

  2. Switch to the Contract tab.

  3. Open a contract's flyout panel.

  4. In Details, set Downstream payment system. By default, the contract inherits the value from its contract type.

    Contract flyout Details panel showing the Downstream payment system drop-down with Cost Payment Application, GCPay, and None

The value is stored only when you select it explicitly. Until then, the contract follows changes to its contract type default. After a payment application is imported from GCPay, the field is set to GCPay and can't be edited.

Note: You can't change the downstream payment system on a contract if cost payment applications or GCPay payment applications already exist for that contract.

How Each Setting Affects Behavior

Downstream payment system In Cost Management In GCPay
Cost Payment Application Create, view, edit, and delete cost payment applications for the contract. Manage the contract Schedule of Values. Can't link the contract.
GCPay View payment summary for applications imported from GCPay. Can't create or edit cost payment applications for the contract. The Schedule of Values is locked after linking. Link the contract. Create, view, edit, and delete payment applications. Manage the contract Schedule of Values.
None Can't create or view cost payment applications for the contract. Manage the contract Schedule of Values. Can't link the contract.

When you create a cost payment application in Cost Management, contracts that use GCPay or None aren't available for selection.

Tip: Payment applications imported from GCPay aren't subject to Cost Management cost payment application approval workflows. Review and approve those applications in GCPay before exporting them to Cost Management.

General Contractor: Manage Subcontracts

For contracts that use GCPay as the downstream payment system, Schedule of Values management is split between Cost Management and GCPay. General contractors need to understand where each component is managed to maintain accurate financial records.

In Cost Management, the Schedule of Values (SOV) for linked contracts becomes locked and can't be edited. The general contractor sets up and locks the SOV before linking the contract to GCPay.

Schedule of Values section in Cost Management showing locked state

Note: Make sure that the contract status is Executed and the Schedule of Values must be Fully locked before subcontractors can work with the contract in GCPay.

Learn more about SOV in Cost Management.

In GCPay, subcontractors can access the Schedule of Values to break it down to the budget code level. This detailed breakdown lets subcontractors create accurate payment applications. Learn more about the SOV view for subcontractors.

Billing periods for linked contracts are managed in GCPay rather than Cost Management. GCPay creates and manages the billing schedule for payment applications.

Tip: Make sure to coordinate billing period dates between systems to maintain consistency in payment schedules.

After enabling the GCPay integration in Cost Management, general contractors need to link the project and specific contracts in GCPay. This connection lets subcontractors access their contracts and create payment applications in GCPay.

To link your Autodesk Forma project to GCPay:

  1. Sign in to GCPay.

  2. In Quick Links, click Start a New Project.

  3. Click Yes, when asked to link with integration.

  4. Select your Autodesk Forma hub from the Company drop-down list.

  5. Select your project from the Project drop-down list. You can search by project's name or number.

    Link project dialog in GCPay

  6. Click Okay.

The project is now linked. You can work with project settings to customize. After that, you can link companies and individual contracts from Cost Management to GCPay.

If no additional companies (like subcontractor's company) are associated with this project, you will be asked to Add Company.

Green plus button to add a company in the Project Contributions section

After choosing one, click Done. You may add many companies. If the company can't be found in the list, you can send an invite to start a collaboration in GCPay.

To link contracts from Cost Management to GCPay:

  1. In GCPay, open the linked project.

  2. Go to the Integration tab of the project.

  3. Click Link Contract.

    Link contract interface in GCPay

  4. The Pick Contracts dialog shows all available contracts from Cost Management.

    Note: Only contracts with the following criteria appear in the list:
    • Downstream payment system is set to GCPay
    • Contract status is Executed
    • Schedule of Values is Fully locked

  5. Select the checkbox next to each contract that you want to link. You can select multiple contracts at once.

  6. For each contract, map the GCPay Company to the Contract Vendor using the drop-down lists.

    Multiple contracts selected for linking

  7. Click Okay.

The selected contracts are now linked and available for subcontractors to access in GCPay.

Tip: You can link more contracts at any time by repeating these steps.

Subcontractor: Break Down Schedule of Values

Subcontractors need to break down the Schedule of Values from Cost Management into detailed line items at the budget code level in GCPay. This breakdown is required before creating payment applications.

To break down the Schedule of Values in GCPay:

  1. Sign in to GCPay and access your linked contract.

  2. Navigate to the Schedule of Values section of the project and click Edit to enter details.

    Schedule of Values breakdown interface in GCPay

  3. Click Add in the Line Items section for manual addition or click Upload, if you've already prepared a SOV. You can download a template to work with.

    Green Add button in the Line Items section

  4. For each Schedule of Values item, click to expand and add detailed line items.

  5. Enter the Description, Item Number, and Value for each line item.

  6. Make sure the sum of your line item values matches the original Schedule of Values amount from Cost Management.

  7. Click Next and then Submit.

Resolve Discrepancies

If there are discrepancies between your line item totals and the original Schedule of Values amounts, GCPay displays an Action Required warning.

Action required banner showing Schedule of Values discrepancy

To resolve discrepancies:

  1. Review each Schedule of Values item with a warning.

  2. Adjust your line item values to match the total amount.

  3. Make sure that all budget codes are properly mapped.

Once all line items are entered and values match, you can submit the breakdown for the general contractor's review. Click Next and then Submit.

Note: The general contractor must approve your Schedule of Values breakdown before you can create payment applications.

General Contractor: Review Submitted Schedule of Values

To review the submitted SOV, navigate to the project. In the Overview tab, you'll see the Contractor(s) Schedule of Values section and items to be reviewed. Click Review for each of them.

Tip: You may set up more reviewers in the GCPay's settings.

After reviewing, click Approve or Reject.

Subcontractor: Create and Submit Payment Applications

After your Schedule of Values breakdown is approved, you can create payment applications in GCPay for each billing period. These applications track work completed, materials stored, and retainage.

To create a payment application in GCPay:

  1. In GCPay, navigate to the Applications for Payment section of Overview.

  2. Click Create.

    Create payment application interface in GCPay

  3. For each line item, enter the following:

    • Work Completed: The value of work completed during this period
    • Materials Stored: The value of materials delivered but not yet installed

  4. Review the automatically calculated retainage amounts based on your contract terms.

  5. Complete any required compliance documents or billing requirements specified by the general contractor.

  6. Review the payment application summary which is located below Next and Cancel to make sure all values are correct.

  7. Click Next.

  8. Click Submit to send the payment application to the general contractor for review.

After submission, the general contractor receives notification to review and approve your payment application.

Note: You can save draft payment applications and return to complete them before submitting.

General Contractor: Review and Approve Payment Applications

As a general contractor, you review and approve subcontractor payment applications in GCPay. This process lets you verify work completed, check compliance requirements, and approve payments before they sync to Cost Management.

To review and approve payment applications in GCPay:

  1. Sign in to GCPay and navigate to the project.

  2. In the Contractor(s) Applications for Payment section of the Overview, click Review next to a payment application that you want to review.

    Review interface showing payment application details

  3. Review the following:

    • Work completed values
    • Materials stored amounts
    • Retainage calculations
    • Compliance documents
    • Line item details

  4. Click Review to start the process of reviewing.

    Button to start reviewing in the Review This Application for Payment section

  5. If the application needs changes, click Reject and provide comments explaining what needs to be corrected.

  6. If the application is accurate and complete, click Approve.

Once you approve a payment application, GCPay sends email notifications to all designated approvers and the application is ready to export to Cost Management.

Tip: You can add multiple approvers to the approval workflow. All required approvers must approve before the payment application can be exported.

General Contractor: Push Approved Payment Applications to Cost Management

After approving payment applications in GCPay, you need to export them to Cost Management. This process automatically creates cost payment applications in Cost Management with the approved values.

To export approved payment applications to Cost Management:

  1. In GCPay, navigate to Exportable Applications for Payment in the Integration tab.

  2. Select the approved payment applications that you want to export.

  3. Click Export.

Exportable applications list in GCPay

Tip: You can see the overview of exportable applications for payment from all active projects in the Autodesk Forma Cost tab too. In this view, you can also select multiple applications to be exported.

The approved payment applications automatically appear in Cost Management.

View Payment Applications in Cost Management

To view the synced payment applications in Cost Management:

  1. Select the Cost tool from the left navigation.

  2. Switch to the Cost Payment Application tab.

  3. Click Open in GCPay to view the full application details in GCPay.

    Payment application flyout showing Open in GCPay button

Note: Payment applications created in GCPay are read-only in Cost Management. To make changes, return to GCPay and edit the application there.

Contracts that use Cost Payment Application as the downstream payment system continue to use the standard cost payment application workflow in Cost Management. See Create Cost Payment Applications to learn more.


Add Cost Payment Applications to Budget Payment Applications

Once cost payment applications are in Cost Management, you can add them to budget payment applications as associated costs.

To add GCPay applications to budget payment applications:

  1. Go to the Budget tool and select the Budget Payment Application tab.

  2. Open a budget payment application.

  3. In the Associated Costs section, select the cost payment applications from GCPay.

    Budget payment application showing associated costs from GCPay

The budget payment application now includes the approved subcontractor costs from GCPay.

Understand Data Flow from GCPay to Cost Management

GCPay sends specific values to Cost Management to prevent double counting in payment applications. Understanding this data flow helps you reconcile values between systems.

Important: GCPay sends "Total Completed and Stored minus Previous Total Completed and Stored" to the "Work Completed" column in Cost Management. This approach prevents double counting of materials stored in previous periods.

The calculation works as follows:

Note: This calculation happens automatically. You don't need to manually adjust values between systems.

Troubleshoot GCPay Integration

This section provides solutions to common issues that you might encounter when using the GCPay integration with Cost Management.

If you can't link your project in GCPay, verify the following:

Contact your project administrator if you need permission adjustments.

Contracts Not Appearing in GCPay

If contracts don't appear in the Pick Contracts dialog in GCPay, check that:

Make sure that all these criteria are met before a contract can be linked to GCPay.

Schedule of Values Discrepancies

If you see discrepancies between your line item breakdown and the original Schedule of Values:

  1. Review each Schedule of Values item with an action required warning.
  2. Check that your line item values sum to the exact Schedule of Values amount.
  3. Make sure that all line items are mapped to valid budget codes.
  4. Contact the general contractor if the original SOV amounts need adjustment.
Note: You can't modify the original Schedule of Values amounts in GCPay. The general contractor must change Cost Management before linking the contract.

Payment Applications Not Syncing to Cost Management

If approved payment applications aren't appearing in Cost Management:

Contact GCPay support if payment applications continue to fail syncing after verifying these items.

Parent page: Integrate Cost Management