You can bill for stored materials, the items you bought for a job but have not installed yet. Report them in Column F of the G703, back them with invoices and photos, and you recover costs sooner instead of waiting for installation.

What are stored materials in AIA billing?

Stored materials are items bought for a project but not yet installed. Billing for them on AIA pay apps is a common way to keep cash flowing. You recover costs sooner instead of waiting until the work is done.

The AIA G702 and G703 forms include spots for stored materials next to work completed. Knowing how to document and bill them keeps your progress billing accurate and your client in the loop.

When can you bill for stored materials?

You can bill for stored materials when:

  • The materials were bought for this specific project
  • The materials are stored on-site or in a secure off-site location
  • The contract allows billing for stored materials
  • You have proof: invoices, delivery receipts, and photos

What do the contract terms say?

Read your contract before you bill. Most standard AIA contracts allow billing for stored materials. Some owners or GCs add limits or require extra documentation. Knowing the terms upfront prevents disputes later.

How do stored materials appear on AIA forms?

On the G703 continuation sheet

Stored materials are tracked apart from work completed. On the G703 schedule of values:

  • Column F: Materials presently stored, not yet installed
  • Column G: Work completed this period, installed work only
  • Column H: Total completed and stored to date

When materials get installed, they move from the stored column to the completed work column. The total in Column H stays the same.

On the G702 application for payment

Line 6 on the G702 sums up total stored materials. That amount flows into the total of work completed and stored, which is then subject to retainage on Line 8. To get the retainage math right, see our AIA retainage billing guide for G702 and G703.

Best practices for billing stored materials

Keep your documentation ready

Hold full records for every stored material:

  • Purchase invoices showing the material cost
  • Delivery receipts confirming materials arrived at storage
  • Photos of stored materials, especially for off-site storage
  • Insurance certificates showing materials are covered against loss

On-site vs off-site storage

Off-site materials need extra proof. Many owners and architects want to see the materials are stored, insured, and set aside for the project. Some contracts require materials to be labeled with the project name.

Move materials from stored to installed

As materials go into the work, update your schedule of values. Move amounts from the stored column to the completed work column. That keeps billing in line with real progress.

How do you automate stored materials tracking?

Tracking stored materials by hand across many line items and billing periods is easy to get wrong. AIA billing software handles it by:

  • Tracking stored material amounts per line item
  • Moving materials from stored to installed for you
  • Calculating retainage on stored materials correctly
  • Keeping the G702 and G703 in sync

With progress billing software, you manage the full stored materials cycle, from purchase through install. For the wider cash flow picture, read progress billing and retainage explained. To learn the basics, see our guide to billing for stored materials.

Common mistakes to avoid

  • Overbilling stored materials: Only bill for materials you bought and stored, not ones you plan to order.
  • Missing documentation: Have invoices and proof of storage ready before you submit pay apps.
  • Forgetting retainage: Stored materials usually carry the same retainage percent as completed work.
  • Not updating as you install: Failing to move stored materials to completed work creates billing errors.

Key takeaways

  • Stored materials billing helps you recover costs before installation and keep cash flowing.
  • Column F of the G703 tracks stored materials apart from completed work.
  • Full documentation (invoices, receipts, photos) is required for approval.
  • Off-site storage needs extra proof of insurance and segregation.
  • Software automates tracking and prevents common calculation errors.