Linarc streamlines your billing cycle by automatically generating submit-ready Pay Apps based on the actual work completed during each period. After you submit these PDF documents to the paying party for approval, you can seamlessly generate trackable invoices directly from the approved Pay Apps. The Billing Setup screen is where you establish the foundation for this workflow.
Use the Billing Setup screen to:
- Configure your automation preferences for generating Pay Apps and invoices.
- Set key project financial parameters, such as your retainage and overhead percentages.
- Enter the paying party's contact information and your bank details for receiving payments
These settings ensure all your billing documents are accurately formatted, correctly numbered, and ready for immediate submission.
To configure the billing details
- Ensure that you are in the Billing Setup screen. If not:
- Click the app launcher
and select 'Finance' - Click 'Config' at the top
- Select 'Finance Config' on the left
- Click the app launcher
- Click 'Create' at the top-left if you are configuring the billing for the first time
- Click 'Edit' at the top-left if you are editing the pre-configured billing setup. Please note that you cannot edit once the configuration is locked.
- Enter the details under the following sections:
Currency Setup The financial standard used for calculating costs and receiving payments.
Currency Type: Select the appropriate currency from the drop-down menu.
Pay App Details Define the sequential numbering structure for the Pay Apps and Invoices and payment conditions.
Prefix, Base Value & Increment: Set an alphanumeric identifier (Prefix), the starting serial number (Base Value), and the step value (Increment) for each successive document.
Payment Terms: The agreed-upon payment schedule (e.g., "Net 30" means payment is due 30 days from the invoice date).
Revision Terms: The allowed timeframe and conditions for modifying a submitted Pay App.
Bank & Tax The beneficiary bank account details and tax configuration.
Account Name & Bank Name: The account nickname and the holding bank.
Bank Address & Routing Number: The bank branch's physical address and its 9-digit routing code.
Account Number: The receiving beneficiary account number.
Tax Number: Enter the percentage of the payment to be deducted or applied for taxes.
Terms & Percentages Set the automated calculations for withheld amounts and indirect costs.
Retainage Percentage: The portion of each payment withheld by the paying entity (usually the General Contractor or Owner) until the project is satisfactorily completed.
Overhead Percentage: The rate applied to cover indirect project expenses, such as administration and supervision. This is auto-calculated for each cost item in the PayApp, but you can manually reconcile them as required before submission.
- Enable 'Pay When Paid' Condition - When enabled, your payment is contingent upon the General Contractor receiving their funds from the project owner. (Note: This setting is only applicable when the paying party is a General Contractor).
External GC/Owner Details The paying party's information, which will appear on all submitted Pay Apps and invoices.
Company Name: The entity responsible for paying your invoices.
Point of Contact: The individual accountable for managing payments.
Email ID & Contact Number: The email address and phone number for the point of contact.
- Click 'Save Changes' to record your entries.
Lock the Configuration
After entering all your parameters, you must lock the configuration for the settings to take effect.
Warning: Once locked, the billing configuration cannot be modified. Please review your entries carefully before proceeding.
To lock your settings
- Click 'Lock Configuration' on the top-right,
- Review the confirmation dialog, which displays a summary of the sections you just configured.
- Click Confirm to finalize your setup.
These configurations will automatically apply to all Pay Apps and invoices generated starting with your next billing cycle.
View the Change Log
The 'History' panel on the right displays a chronological record of all edits made to your billing configuration over time. 
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