Applications, certificates & payments
Applied for, certified and paid are different positions. YPA keeps each visible, with retention, deductions and the supporting records, so you know which amount needs a valuation, a query or a payment follow-up.
How this helps a contractor
For a contractor, this keeps the application, QS valuation, principal-agent certificate, contractor invoice, amount due and payment evidence distinct. Appointed professionals may join as invited collaborators within their own role, but YPA does not value work, certify payment or determine entitlement.
Start with the contractor’s project question and the records already available. Each participant’s private questions and drafts remain separate from shared project records. At setup, we agree the invited collaborators, information and recipients that help the contractor move the work. How personal support and collaboration work. See the contractor questions YPA helps answer.
What YPA does
- Files the records you share — Forward an application, certificate or payment record by email or WhatsApp. YPA links it to the payment sheet and retains the original document.
- Reconciles the amounts — YPA compares the stated amounts, retention, tax, deductions and receipts using your documents and confirmed terms. If the arithmetic or cumulative figures do not match, the difference is flagged for review.
- Keeps certification separate from cash — A payment certificate records a certified amount. A receipt or payment confirmation supports the payment position. YPA does not mark money received just because a certificate arrived.
- Tracks due dates and retention — Share the applicable terms and release conditions. YPA records due dates and retention milestones, showing the source and any assumptions that need confirmation.
- Prepares the chase or query — Ask for a draft payment reminder, valuation query or retention-release request. YPA includes the relevant reference and amount for you to check and send.
- Summarises the position — Your weekly email separates certified money outstanding, amounts awaiting valuation and retention held. Ask for a certificate or the latest position in WhatsApp or email whenever you need it.
Start with what you have. Share the signed payment terms, applications, issued certificates, deductions or credit notes, receipts and retention records. If joining mid-project, provide the latest cumulative certificate and a confirmed opening balance, including outstanding and part-paid items.
YPA creates and maintains the sheet from your records. Its entries are marked system-generated, yours to verify. Review and edit at any time. Drafts come to you; you check and send them yourself.
How it actually runs
- The claiming party submits an application under the agreed payment process.
- The responsible person values or certifies the amount, which may differ from the application.
- The applicable contract and certificate establish the payment basis and dates.
- Actual receipts are allocated against the relevant amounts; retention remains separately visible until released and paid.
Where it usually goes wrong
- Applications and certificates are added together and the same work is counted twice.
- A revised or cumulative certificate is treated as a new amount without reconciliation.
- A remittance or part payment is allocated to the wrong certificate.
- Retention, deductions or disputed amounts are lost inside one headline total.
What a YPA sheet looks like
One row per certificate shows the application, certified amount, retention, tax, amount due and payment evidence. The Project A example uses stated illustrative values; your own terms and records govern your project. Scroll horizontally to inspect all columns.
| Certificate Number | Period End | Application Date | Included Variations | Application Amount | Certified Amount | Retention | VAT | Amount Due | Certificate Date | Payment Due Date | Paid Date | Paid Amount | Outstanding Amount | Days Overdue | Status | Interest Claimable | Verified By | Source Tag |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 7 | 2026-03-31 | 2026-04-01 | None | R 175 743,71 | R 175 743,71 | R 8 787,19 | R 25 043,48 | R 192 000,00 | 2026-04-03 | 2026-04-24 | 2026-04-23 | R 192 000,00 | R 0,00 | 0 | Paid | Not assessed | Contractor | system-generated |
| 8 | 2026-04-30 | 2026-05-01 | None | R 187 643,02 | R 187 643,02 | R 9 382,15 | R 26 739,13 | R 205 000,00 | 2026-05-03 | 2026-05-24 | 2026-05-22 | R 205 000,00 | R 0,00 | 0 | Paid | Not assessed | Contractor | system-generated |
| 9 | 2026-05-31 | 2026-06-01 | None | R 164 759,73 | R 164 759,73 | R 8 237,99 | R 23 478,26 | R 180 000,00 | 2026-06-03 | 2026-06-24 | 2026-06-24 | R 180 000,00 | R 0,00 | 0 | Paid | Not assessed | Contractor | system-generated |
| 10 | 2026-06-30 | 2026-07-01 | VO-04 | R 224 256,29 | R 224 256,29 | R 11 212,81 | R 31 956,52 | R 245 000,00 | 2026-07-03 | 2026-07-24 | 2026-07-24 | R 245 000,00 | R 0,00 | 0 | Paid | Not assessed | Contractor | system-generated |
| 11 | 2026-07-31 | 2026-08-01 | None | R 265 446,22 | R 265 446,22 | R 13 272,31 | R 37 826,09 | R 290 000,00 | 2026-08-20 | 2026-09-10 | — | R 0,00 | R 290 000,00 | 0 | Certified | Not assessed | Not yet verified | system-generated |
| 12 | 2026-08-31 | 2026-09-01 | None | R 288 329,52 | R 288 329,52 | R 14 416,48 | R 41 086,96 | R 315 000,00 | 2026-09-03 | 2026-09-24 | — | R 0,00 | R 315 000,00 | 0 | Certified | Not assessed | Not yet verified | system-generated |
Retention — keep the release conditions visible
Your contract sets the retention rate, any cap and the conditions for release. Share those terms and the relevant completion records so YPA can track what is held, what may be due for release and what has actually been paid. Missing conditions stay marked for confirmation.
What you can do today
- Keep applications, certificates, deductions and receipt evidence together.
- Confirm the opening position and any partial payments.
- Check retention rates, caps and release conditions against the actual agreement.
Want the full picture?
Your personal project assistant in WhatsApp and email. Start with one question, on your own or with collaborators whose access is agreed individually. Each participant has a private conversation with YPA. YPA is available through application, with the project scope, service and price agreed before you start.
This guide is general information, not legal advice. Payment timing, interest, VAT treatment and retention release triggers come from your signed contract and current tax law — always check the contract before acting. YPA helps you track and draft; it doesn't give legal or tax opinions.