Controlled and Uncontrolled Requirements

For any given billing or compliance document, you can set both controlled and uncontrolled requirements.

Controlled Requirements

Controlled documents are those generated by Trimble Pay. These are required, standard documents which are fully within the control of the Trimble Pay application.

Trimble Pay retrieves data it's already storing, inserts it into a standard document, and then generates the standard document for you to approve and e-sign.

Examples might include Applications for Payment, Lien Waivers, and so on.

When you have the Add controlled requirement window open:
FieldDescription
RequirementChoose the frequency the submitter should include the required document selected in the require field.
requireSelect which document you want Trimble Pay to generate.
Note: This list displays both default system documents and any custom documents you have added.
SettingsDisplays the document name. You can change it if you want.
Signature requirementsDesignate how the submitter must sign the required documents in order to continue with their submission.
  • Electronic signature - the submitter signs by entering their PIN and selecting the Sign button.
  • Physical signature required - after all of the values have been generated, the submitter:
    • prints the document
    • physically signs the document
    • uploads the signed document to a designated area.
  • No signature required - the document can be submitted without any signature.
Stamped on Final ApprovalOnce the final invoice approver has approved the invoice, Trimble Pay can place an approval stamp, consisting of:
  • date the invoice was received
  • job name and number
  • subcontract name and number
  • names of invoice approvers
  • final approval date of the invoice
Requires notarizationSelect if you want Trimble Pay to require the submitting organization to notarize this document.

Uncontrolled Requirements

Uncontrolled documents are those not generated by Trimble Pay, but which you upload into Trimble Pay.

These are required, non-standard documents which are outside the control of the Trimble Pay application.

Examples might include stored material lists, supplier lists, and so on.

To gain as much control as possible over these documents, you can establish rules around what you would like your subcontractors to upload.

When you have the Add uncontrolled requirement window open:
FieldDescription
RequirementChoose which submissions the submitter should be required to include the named document.
requireChoose whether this document is required or only suggested.
Note: Trimble Pay prompts for but does not require the submitter to upload suggested documents before permitting them to proceed with their submission.
Add a templateYou may optionally upload a file from your computer as a template or example document for the submitter to see.
Display nameThe document name as the submitter will see it.