Generate and Submit Invoice for Payment

The billing module simplifies the invoicing cycle by transforming approved payment applications into professional, branded invoices. It ensures seamless approval, generation, submission, and payment tracking—keeping records organized and accessible for future reference.

• Generate PDF invoices directly from approved payment applications.

• Apply portfolio-level templates to maintain consistent company branding.

• Submit invoices to the payor for payment processing.

• Record payment details such as date, amount, and mode of payment.

• Automatically archive invoice entries for easy retrieval and audit trails.

The invoicing cycle contains the following steps:

• Mark Sanctioned Pay App as Approved
• Generate Invoice PDF and Forward for Payment
• Record Payment Details and Close the Invoice

Mark Sanctioned Pay App as Approved

Once the paying party confirms your submitted pay app, you can update its status to 'Approved' from the Pay App screen.

• Open the 'Progress Billing' > 'Pay App' screen. To do so:
  • Click the app launcher and select 'Finance'
  • Click 'Progress Billing' on the top, then select 'Pay App' from the options on the left

A table displays all generated payment applications along with their details.

• Locate the pay app and click the month’s name in the 'Period' column to open it.

• Click 'Mark as Approved' in the top-right corner to confirm it as a sanctioned pay app.

The status of the pay app changes to 'Approved' in the Pay App screen.

Generate Invoice PDF and Forward for Payment

Prerequisites: The invoce is generated using a template defined at the portfolio level.
By default, Linarc provides a preset Pay App template.
To align with your company branding and policies, you can create custom templates—either from scratch or by cloning and modifying a predefined template.
See PDF Templates – Overview for more details.

• Select the Pay app from the list by clikcing its serial number from the Pay App screen
• You can select multiple pay apps, if more than one is pending. Use the Ctrl or Shift keys on your keyboard to select more than one items.
• Click 'Create Invoice' at the top right
• Enter the date on or before which the payment is expected and click 'Generate.'

The next step is to generate a PDF version and forward it to the paying party.

• Open the 'Invoice' screen by clicking 'Invoice' on the left
• Open the Invoice by clicking the Invoice Number. 
• The PDF version of the invoice opens. Download the PDF and forward it to the payor.  

You can forward the PDF to the paying party for payment through email from any of your project consoles and track the reply from within the Linarc platform. See Exchange Emails with Collaborators for guidance on using Linarc email module.

Record Payment Details and Close the Invoice

Once the payment is received, you can mark the invoice as Completed. The completed invoice can be downloaded as a PDF for your records, while the system also auto-archives it to ensure easy retrieval and future reference.

• Open the Invoice from the 'Invoice' screen
• Click 'Mark as Paid' at the top-right
• Update the payment details, including mode of payment and date, as proof of receipt.

• Click 'Submit' to save the details

The invoice moves to the 'Closed' status.