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How to create a Payment Cover Sheet

The Payment Cover Sheet is an alternate PDF export for Payment entries. Instead of the standard document template layout, it produces a condensed, single-page summary — the "front page" of a payment application — showing the key financial totals, project details, and signatures needed for approval, without the full backup detail.

How to Export a Cover Sheet

You can export a Cover Sheet from either the Payment log page or an individual Payment entry:

  1. Select one or more Payment entries (from the log page) or open a Payment entry.
  2. Click the More button.
  3. Select Export Cover Sheet, located directly below the standard Export option.

The standard Export option produces the regular document template PDF — Export Cover Sheet is an additional option, not a replacement.

If you select multiple entries from the log page, the Cover Sheet PDFs are delivered by email the same way a standard multi-entry export is.

All users who can view a Payment entry can export its Cover Sheet — no additional permissions are required.

File Naming

Cover Sheet exports follow the same naming convention as other PDF exports, with "Cover Sheet" added after the template name:

Date Created - Payment Cover Sheet - Creator Name.pdf

For example, a Payment entry created September 1, 2025 by Greg Varni would export as:
09-01-2025 - Payment Cover Sheet - Greg Varni.pdf

 

What's on the Cover Sheet

The Cover Sheet is landscape-oriented and includes the following sections:

Header

Displays the page title Payment Cover Sheet, followed by a dividing line. References and Comments from the entry are not included in this export.

Summary

A three-column overview identifying the project and payment period:

Company Project Payment
Owner Project Name Payment Number
Engineer Project Number Payment Period (start - end)
Contractor Contract Number Contract Date (NTP)

Note: The Owner field pulls from the Project Owner field on Project Settings > General — if this hasn't been filled in yet, that field will be blank on the Cover Sheet.

Payment

A running calculation of the payment amounts for the period, including:

  • Original Contract Price
  • Net Change by Change Orders
  • Current Contract Price
  • Total Work Completed (including material stockpile to date)
  • Retainage, broken into:
    • Retained this period
    • Retained to date
  • Amount eligible to date
  • Less previous period
  • Amount due this period (shown in bold)
  • Balance to Finish, including Retainage

All dollar values are shown with two decimal places and a dollar sign.

Remarks

Displays the Payment entry's Remarks field below the Payment section. If the Remarks text is long enough to require a second page, the Header, Summary, and Footer repeat on that page, and the Remarks continue in landscape format using the full page width.

Signatures

Displays a signature block for each signature field configured on your account's Payment document template (the number of fields varies by account). For each one, the Cover Sheet shows:

  • The field's label (in bold)
  • By: — the signer's signature if signed, or a blank line if not yet signed
  • Date: — the date signed (mm/dd/yyyy), or a blank line if not yet signed
  • The signer's name, title, and company (only shown once the field is signed)

Footer

Matches the standard FACS export footer: a dividing line, followed by the Account and Project name and page numbering (Page n/n).

 

If you have any questions, or need additional assistance, please reach out to our support team at support@facsware.com and we will be happy to assist you.