Construction · Trimble Viewpoint Spectrum

How to Put a Subcontractor on Payment Hold in Trimble Spectrum

When a subcontractor leaves an open deficiency at substantial completion, the general contractor protects itself by stopping payment until the work is fixed. In Trimble Viewpoint Spectrum that hold is made formal through Subcontract Document Tracking, so AP cannot pick the subcontractor's invoices for payment by mistake.

This guide follows a recorded run: locating the subcontract and checking its retention, creating a MISC_HOLD tracking item tied to the punch item, attaching the deficiency notice, emailing the subcontractor, then attaching clearance evidence, removing the hold and confirming release to the subcontractor and accounting.

  • Who does itProject manager or project accountant; accounts payable releases payment
  • How oftenAs deficiencies are found at substantial completion and closeout
  • Steps10 steps · 3 systems

Watch the full workflow

every click in this recording is an AI agent — no one is touching the keyboard.

In the recording, an AI agent signs in to Trimble Spectrum, opens the Subcontracts list, opens the subcontract and checks its Defaults (retention and payment settings). It adds a MISC_HOLD 'Misc - Vendor on Hold' document tracking item with the punch item PL-1324-0421 (leaking valve, Restroom 204) as the comment and the action that stops invoices being selected for payment, and attaches the deficiency notice in Document Imaging. It then emails the subcontractor a notice of deficiency and payment hold from Outlook. After the repair, it attaches the clearance evidence, removes the hold from tracking and vendor defaults, and emails a clearance and payment notice with the punch list clearance attachment.

  1. 2:30Find the subcontract
  2. 3:30Check retention and payment defaults
  3. 3:55Add a payment-hold tracking item
  4. 5:05Attach the deficiency notice
  5. 5:20Set the payment hold in vendor defaults
  6. 5:50Notify the subcontractor
  7. 6:30Is clearance evidence approved?
  8. 6:40Attach the clearance evidence
  9. 7:00Remove the hold
  10. 7:30Confirm release to subcontractor and accounting

Systems involved

You need access to each of these before you start. In the recording the agent works in all of them from one desktop, signed in as the user.

  • Trimble Viewpoint SpectrumSubcontracts, Subcontract Defaults, Subcontract Document Tracking, Vendor Defaults
  • Spectrum Document ImagingAttaches the deficiency notice and clearance evidence to the tracking item
  • Microsoft OutlookSends the deficiency/payment hold notice and the clearance notice

What you start with

  • Punch item and deficiency details from the substantial completion inspection
  • Subcontract number
  • Deficiency notice document
  • Re-inspection / test evidence that the repair is complete

What you end with

  • MISC_HOLD tracking item that disallows invoice selection for payment
  • Deficiency notice and clearance evidence attached in Document Imaging
  • Notice of deficiency & payment hold email
  • Clearance and payment email; hold removed

The workflow at a glance

Action Decision Human review Select a step to jump to how it's done.

  1. 01 Action · Trimble Viewpoint Spectrum Find the subcontract
  2. 02 Action · Trimble Viewpoint Spectrum Check retention and payment defaults
  3. 03 Action · Trimble Viewpoint Spectrum Add a payment-hold tracking item
  4. 04 Action · Spectrum Document Imaging Attach the deficiency notice
  5. 05 Action · Trimble Viewpoint Spectrum Set the payment hold in vendor defaults
  6. 06 Action · Microsoft Outlook Notify the subcontractor
  7. 07 Decision · Trimble Viewpoint Spectrum Is clearance evidence approved? Yes Attach the evidence and release the hold. No Request updated evidence and keep the hold active.
  8. 08 Action · Spectrum Document Imaging Attach the clearance evidence
  9. 09 Action · Trimble Viewpoint Spectrum Remove the hold
  10. 10 Action · Microsoft Outlook Confirm release to subcontractor and accounting

Step-by-step: how to do it

  1. Action · Trimble Viewpoint Spectrum · 2:30 in the video

    Find the subcontract

    Sign in to Spectrum and open Subcontracts. Search by job or vendor with status Active and open the subcontract tied to the open punch item, checking the vendor, job and contract values in Main Properties.

    In the video

    Subcontract #S123456 opened from the Subcontracts list.

  2. Action · Trimble Viewpoint Spectrum · 3:30 in the video

    Check retention and payment defaults

    Open Properties > Defaults on the subcontract. Confirm the retention percentage and invoice approval settings so you know how much is already protected by retention while the item is open.

    In the video

    Subcontract Defaults reviewed (retention % and invoice approval routing).

  3. Action · Trimble Viewpoint Spectrum · 3:55 in the video

    Add a payment-hold tracking item

    Go to Properties > Document Tracking and click New. Choose the MISC_HOLD tracking item, enter the punch item reference in Comment, and tick the action that disallows invoices from being selected for payment. Click OK.

    In the video
    Tracking item
    MISC_HOLD · Misc - Vendor on Hold
    Trigger basis
    Every payment
    Comment
    PL-1324-0421 Leaking valve Restroom 204
    Action
    4. Disallow invoices to be selected for payment?

  4. Action · Spectrum Document Imaging · 5:05 in the video

    Attach the deficiency notice

    With the MISC_HOLD line selected, open Document Imaging, click Attach and upload the deficiency notice so the reason for the hold sits with the record.

    In the video

    Deficiency notice attached to A/P Document Tracking - Misc - Vendor on Hold.

  5. Action · Trimble Viewpoint Spectrum · 5:20 in the video

    Set the payment hold in vendor defaults

    Open the vendor's Defaults and check the payment hold setting so AP sees the hold at vendor level too. Save.

    In the video

    Vendor Defaults opened and the payment hold set.

  6. Action · Microsoft Outlook · 5:50 in the video

    Notify the subcontractor

    Email the subcontractor (copy accounting) with the subcontract, location, issue, remediation deadline and what proof you need before the hold comes off.

    In the video
    Subject
    Notice of deficiency & payment hold
    Subcontract
    #S123456
    Location
    2nd floor, restroom suite
    Remediation deadline
    29 Sept 2026
    • Issue: active leakage at cold-water supply gate valve behind lavatory cutout; missing insulation sleeve
    • Asks for field rectification proof and a re-inspection

  7. Decision · Trimble Viewpoint Spectrum · 6:30 in the video

    Is clearance evidence approved?

    When the subcontractor reports the repair, review the re-inspection record and photos. Only verified evidence releases the hold.

    • If yes Attach the evidence and release the hold.
    • If no Request updated evidence and keep the hold active.
    In the video

    Re-inspection record and supporting photos uploaded and reviewed.

  8. Action · Spectrum Document Imaging · 6:40 in the video

    Attach the clearance evidence

    Open Document Imaging on the MISC_HOLD tracking line and attach the inspection record and photos next to the original notice, so notice and clearance are kept together.

    In the video

    Clearance documents added to the same tracking record.

  9. Action · Trimble Viewpoint Spectrum · 7:00 in the video

    Remove the hold

    Edit the MISC_HOLD tracking item and clear the disallow-payment action, then clear the payment hold in Vendor Defaults and save.

    In the video

    MISC_HOLD action removed; vendor payment hold cleared.

  10. Action · Microsoft Outlook · 7:30 in the video

    Confirm release to subcontractor and accounting

    Email the subcontractor and accounting that the item is cleared and the hold is lifted, attaching the punch list clearance document.

    In the video
    Subject
    clearance and payment
    Attachment
    Punch List Clearance & Rete... (201 KB)
    • Field inspection and hydrostatic pressure testing for item PL-1324042 completed and verified
    • MISC_HOLD action codes removed from Subcontract Document Tracking
    • Payment hold status CLEARED in vendor defaults

Rules, exceptions and controls

Rules to follow

  • A subcontractor with an open punch item gets a MISC_HOLD tracking item with the disallow-payment action set.
  • The tracking comment carries the punch item reference so AP can see why payment is held.
  • The hold is lifted only after clearance evidence (inspection/testing records, photos) is attached and reviewed.
  • Notice and clearance documents stay on the same tracking record.
  • Both the subcontractor and accounting are told when a hold is placed and when it is cleared.

When something doesn't match

  • Evidence incomplete: request updated evidence and keep the hold active.
  • Remediation deadline missed: keep the hold and escalate through the project manager.
  • Hold set only at vendor level: also add the subcontract tracking item so the reason is recorded.

Controls and audit trail

  • Spectrum blocks invoice selection for payment while the tracking action is active.
  • Entry operator and entry date are stamped on the tracking item.
  • Document Imaging keeps the deficiency notice and clearance evidence with the record.
  • Release requires reviewed evidence before the hold is removed.

Practitioner tips

  • Use the punch item ID at the start of the tracking comment so it sorts and searches cleanly.
  • Check retention first: it may already cover the cost of the fix, which shapes how hard you escalate.
  • Always state a remediation deadline and the proof you need in the hold notice.
  • Copy accounting on both emails so AP knows when the hold starts and ends.

About this recording

In the recording, the agent placed the payment hold, attached evidence, notified the subcontractor, then released the hold and confirmed clearance across Spectrum and Outlook.

Documented the way you'd train a new hire — and the same way an agent learns it.

See it on your workflow

Frequently asked questions

How do I put a subcontractor on payment hold in Trimble Spectrum?

Open the subcontract, go to Document Tracking and add a MISC_HOLD tracking item with the action that disallows invoices from being selected for payment. Add the reason in the comment and attach the supporting notice in Document Imaging.

How do I release a payment hold in Spectrum?

Once clearance evidence is attached and reviewed, edit the tracking item to clear the disallow-payment action and clear the payment hold in vendor defaults, then notify the subcontractor and accounting.

Why hold payment instead of relying on retention?

Retention only protects a percentage of each payment. A hold stops all new payments until the deficiency is fixed, which gives the contractor leverage at closeout.

What evidence should clear a punch item hold?

A re-inspection or test record and photos of the completed repair. In the video, inspection and hydrostatic pressure testing were completed and verified before the hold was lifted.

Can an AI agent manage subcontract payment holds in Trimble Spectrum?

Yes. As shown in the video, the agent works the same Spectrum and Outlook screens a person does, placing and releasing the hold, with a person approving the clearance evidence.

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