In this Issue:

• Draft Reviewers & Approval Enhancements

• Audit Trails

• The Big Room: One Small Change

• Events: CFMA & TUG

• Support Schedule

• Login with Mike: Faster Approvals

• Play GCPay Jeopardy and Win $100!

Draft Reviewers and One Approver Per Tier Approval Enhancements

GCPay continues to evolve its approval routing capabilities with new enhancements designed to make your workflows more efficient and adaptable. With the introduction of Draft Reviewers and “Or” Approval Logic last year, teams now have greater control over how applications move through the approval process—helping reduce delays and improve oversight.

Draft Reviewers: Strengthening Early-Stage Review

Our Draft Reviewers feature enables a preliminary approval layer on a project. Assigned at the subcontractor level within the Project Companies tab, these first-tier reviewers evaluate submissions before they enter the formal approval chain.

For projects with more complex requirements, multiple Draft Reviewers can be assigned to a single subcontractor—giving teams the flexibility to match their internal review structure.

One Approver per Approval Tier Project Setting

Approval workflows don’t always need every voice at every step. With the new “Or” Approval Logic (One approver per tier is required for approval), you can configure approval tiers so that only one assigned approver is required to move a submission forward. This setting can be toggled on in the Project Settings tab.

This enhancement is especially valuable for:

• Teams with shared responsibilities
• Rotating approvers or coverage schedules
• Avoiding delays caused by waiting on multiple approvals

The result is a more agile process that still maintains accountability—without

unnecessary bottlenecks.

Gain Accountability and Transparency with Audit Trails

GCPay Audit trails maintain a record of system activity both general and subcontractors. Audit trails will capture events related to SOV, pay applications, and ePayment disbursements.

Audit trails strengthen accountability and transparency by making actions visible, traceable, and verifiable—rather than hidden or ambiguous.

Accountability: tying actions to individuals
At the core, audit trails record who did what and when. That creates a clear chain of responsibility:

• Every change, access, or transaction is linked to a specific user or system account
• It eliminates “I didn’t do that” ambiguity because actions are logged with timestamps and identifiers
• Managers can review activity and hold the right person responsible if something goes wrong

This tends to change behavior in practice—people are more careful and compliant when they know actions are recorded.

Transparency: making activity visible and understandable
Audit trails expose what’s happening inside a system:

• Stakeholders can see how decisions or changes were made over time
• Historical records show the sequence of events, not just the final outcome
• External parties (auditors, regulators, clients) can independently verify processes

Instead of relying on trust alone, systems become observable and explainable.

GCPay users can track all changes made to SOV details, whether from general contractor account users, subcontractor users, or GCPay support users.

In addition, AFP or pay app specific audit trails exist for quick review of all changes, including by user with time stamp, about each pay app submission for each project. If an AFP has the Status of Rejected, users can review the reason why by clicking the Audit Trail tab. In the audit trail under the Event column, you can view the comment by the general contractor of why the AFP was rejected.

New events are continuously being added to the audit trail so be sure to read release notes to get the latest information found on the Client Central page.

One small change. Big billing impact.

Small changes can make a big impact on your billing process. What’s ONE

thing you could improve this month to save time or reduce back-and-forth?

Others are taking on the same challenge in the Big Room—sharing what they’re changing and what’s working. Jump in, compare notes, and give your process a simple glow-up.

2026 CFMA Annual Conference & Exhibition
📍 May 30 – June 3, 2026 | Phoenix, AZ | Booth #201

This event is packed with educational sessions designed to help you thrive as a construction financial professional. It’s also a great place to network, discover new tools, and recharge your industry knowledge.

2026 TUG National Users Conference
📍 June 2 – 5, 2025 | Salt Lake City, UT | Booth #9

The TUG National Users Conference is the premier event for construction finance professionals using Sage, offering GCPay customers valuable insights, skill development, and peer networking.

GCPay will be there! Stop by our booth to see what’s new, chat with our team, and discover ways to get even more from your Sage + GCPay integration. You’ll also have access to expert-led sessions, product deep-dives, and valuable networking with others who know the challenges of construction finance.

Reminder: GCPay will be closed on Monday, May 25 in observance of Memorial Day.

Our Customer Support team—and the rest of GCPay—will be offline for the day as part of a company-wide closure. As we take time to honor and remember those who made the ultimate sacrifice in service to our country, we appreciate your understanding and patience. We’ll be back and ready to support you on Tuesday, May 26.

Clear Names, Faster Approvals

The small detail that keeps projects moving.

Even when a pay application is complete and accurate, reviews can still take longer than expected. In many cases, it comes down to how clearly items are labeled.

When cost codes, SOV lines, or attachments are vague or inconsistent, reviewers end up opening multiple files, double-checking details, and piecing things together. It’s a small friction point, but it adds up quickly across projects and across a full billing cycle.

The teams that move through reviews the fastest usually have a few things in common:

✅ Use clear, specific names
Labels like “Electrical – Phase 2 – May Pay App” provide immediate context and reduce guesswork.

✅ Stay consistent across projects

A standard naming format makes it easier for everyone to navigate, regardless of the job.

✅ Keep the reviewer in mind

Clear naming helps the next person quickly understand what they’re looking at, whether it’s for approval or audit. 

One simple way to get started is to align on a basic naming structure at the beginning of a project and carry it through. It doesn’t need to be complicated. It just needs to be clear and consistent.

These are small adjustments, but they can make a noticeable difference in how smoothly your process runs and how quickly approvals happen.

If reviews are taking longer than expected, naming is a practical place to start.

Until next time,

- Mike

Visit Client Central
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Congratulations to Dana Schlegel of Kraus Anderson our April winner of a $100 Amazon Gift Card! 

Here's your chance to WIN $100!

The answer is:

This column within the audit trail reveals specific comments tied to actions, including reasons for AFP rejection.

The information needed to complete the question "What is ______?" is included in this newsletter. To play the game and be entered to win a $100 Amazon gift card, just click the  "Enter Now" button!

Submit your entry by 5 PM ET on 5/29/26 to be included in the drawing. Limit of one entry per person.

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