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Disputes

A dispute is a formal question about one line of a project's scope. It names the line, its type and its reason. While it is open, that line's amount is on hold and is not paid. Every other line keeps moving.

1. File a dispute

1. Open the project and choose the Disputes tab, then choose File Dispute.

2. Choose the Line. A Sub sees only its own lines.

3. Check the dispute type. VisiPay reads it from your seat and the line. Where you can choose, choose it under Dispute Type.

4. Choose a Reason. If it helps, choose a Related Pay Application, the Date of Incident and the Disputed Party.

5. Write the Description and choose File Dispute. To stop without filing, choose Cancel. If filing fails, the form keeps what you wrote.

The form says who the dispute is raised against before you file. Filing is recorded on the project's audit trail, and the parties who can see the line are told.

The Owner can also dispute one line while reviewing a pay application: choose Dispute on the line, choose a reason and choose Dispute This Line.

A closed or cancelled project takes no new dispute: File Dispute and Dispute are not shown there. Disputes already filed stay on the record and can still be read.

2. The four dispute types

  • Payment or work: raised by the Owner, against the General Contractor; or raised by the GC on a line assigned to a Sub, against that Sub.
  • Sub to GC: raised by a Sub on its own line, against the General Contractor.
  • GC to Owner: raised by the GC on any other line, against the Owner.
  • Supplier invoice: raised by the GC or a Sub about a supplier invoice its own company logged with a part on the line. Choose Supplier invoice under Dispute Type, then choose the invoice under Supplier Invoice. It is raised against the same party as any other dispute your seat raises on that line. Only your company sees which invoice it names; everyone else reads the type.
  • The type is set when the dispute is filed and is not changed. To change it, withdraw the dispute and file a new one.
  • The reason (incomplete work, missing docs, quality issue, scope mismatch, retainage hold or other) stays as a second field beside the type.

3. The amount on hold

  • On the pay application, a line on hold for a dispute shows Amount on hold and its figure: the amount the payment leaves unpaid on that line while the dispute is open.
  • On the dispute page, Amount on hold is the total on hold for the dispute's line across the project's pay applications. Once the dispute is resolved or withdrawn, it reads None, nothing is on hold.
  • A dispute holds its line on every pay application that bills it, not only the one it was filed from. A line already paid is not on hold. A draft, a pay application waiting on the GC, and a rejected one show no amount on hold, and the dispute page does not count them.
  • Where part of a line has already been sent, the line reads On hold for a dispute with no figure, and the dispute page reads On hold, no figure shown.
  • Each seat sees the figure only where it already sees that line's amount: the Owner and the GC at the billed price, a Sub at its own price on its own lines. An inspector does not see it.

4. Respond, resolve or withdraw

The dispute page shows its Type, who it is Against, its Reason, the Disputed amount and the Amount on hold.

When a dispute is against the General Contractor, the GC can write a response under GC Response and choose Submit Response.

The Owner can choose Propose Resolution, choose the Resolution Type, write the Resolution Notes and choose Propose Resolution. VisiPay Support can reject a proposed resolution with a reason, and the line stays on hold.

The other side of the dispute resolves it: write how it was resolved under Resolve This Dispute and choose Resolve Dispute. Whoever raised it can withdraw it instead: write the reason under Withdraw This Dispute and choose Withdraw Dispute.

When a dispute is resolved or withdrawn, its line goes back to awaiting approval. It is not approved automatically.

While a dispute is open, anyone on it can write under Add Message and choose Send. Every step is recorded on the project's audit trail, and the dispute and its history stay on the record.

5. Find a dispute

On the Disputes tab, search by claim, reason, type, line or pay application number, or filter by Status, Line, Type and the dates it was filed. Choose Clear to see every dispute again.

Choose a dispute to open its page.

Questions

Email support@visipay.io and a person on our team will answer.