View and Manage Billable Items for Current Period

The billing module continuously monitors task updates to maintain a dynamic list of billable work. By combining real-time progress data with your budget allocations, Linarc calculates critical financial metrics to ensure precision in your billing cycle.

From the 'My Progress' screen, you can easily manage your claims:

• The screen displays all items eligible for the current month's billing, complete with up-to-date progress and cost details.
• You can select specific items to include in your current Payment Application (Pay App). If your settings allow it, you can progressively build multiple Pay Apps and submit them as a single batch on your submission day.
• Once items are added to a Pay App, you can manually adjust their progress percentages. You can also include unstarted tasks with a custom billing percentage to claim upfront deposits or mobilization costs.
• After submission, the payor will review your Pay App for approval or revision. Once approved, you can seamlessly generate an invoice and submit it for payment.

Use the links below to jump to the section you need help with:

• View the Available Work Items for the Current Cycle
• Secure Upfront Funds
• Move the Work Items for Pay App Generation

View the Available Work Items for the Current Cycle

• Open the 'Progress Billing' > 'My Progress' screen. To do so:
  • Click the app launcher icon in the top-right and select "Finance" from the drop-down
  • Click 'Progress Billing' at the top, then select 'My Progress' from the options on the left

The table shows the list of work items that are eligible for invoicing with their details. 

• Cost Code - The cost code for the task item, derived from the contract line item, from which funds are allocated to the work item. 
• Task Name - The label of the task item as in the contractor's schedule.
• Scheduled Values (A) - The total amount allocated to the work item, from the contract cost breakdown, that is, the planned overall cost of the item. 
• Work Progress - The total completion percentage of the task
• Work Billed: 
  • Till Last Period % (C) - The cumulative completion percentage of the work billed till the previous month's invoice.
    
  • Till Last Period Amount (B=AxC%) - The cumulative amount billed till the previous month's invoice. 
  • Current Period% (E) - The progress percentage of the task realized only in this month
  • Current Period Amount (D = AxE%) - The gross billable amount incurred for the task in the current billing period.
• %Bill to Date(M=C+E) - The total completion percentage of the task till the current billing cycle 
• Current Retainage (R) - The amount retained from the gross billable amount for the current billing period, as per the contract terms.
• Net SOV (N = D-R) - The amount billable for the current billing period, excluding the retainage,  
• Bill to Date (G = B+D) - The cumulative gross total billable amount incurred for the task up to the current billing date, including retainage.
• Last Retainage -  The total value of the amounts withheld from previous billing cycles. 
• Balance to Finish(F=A-G) - The remaining amount in the task's total planned cost, after the current billing cycle. 

Search, filter, and sorting options
Use the 'Search' box located at the top left to find a template using any value from the table as search criteria 
Right-click the column header and customize the display and order of the columns as you wish 
The options at the top right allow you to filter the entries, create nested groups of entries, and manage personalized and customized views of the table. Use the links below to learn more about these:
Customize Columns in List Views
Filter Options in List Views
Group and Organize Items in a List View
Manage Custom List Views
Hover over a column header and click the icon to sort the rows in ascending or descending order of entries in that column
View Groups and Subtotals
You can get totals and subtotals of numerical data for any selected set of records by grouping and applying nested grouping. Use the  icon at the top right to organize the data by column headers
The system automatically aggregates relevant numerical values, giving a structured breakdown and a clear view of the grand total distribution. See Group and Organize Items in a List View for more details
Download as Excel Sheet
Click the button at the top right to save a local copy of the list in Excel format for sharing and record-keeping. See Download List Views and Logs in Excel Format for more details

Secure Upfront Funds

You can invoice for upcoming tasks by specifying the required amount to bill in the current billing cycle. This facilitates the collection of deposits or mobilization cost and ensure early cashflow for the task.

• Click 'Add Schedule Line' button at the bottom

• Select the desired tasks from the list of unstarted items. To choose multiple tasks at once, hold down the Ctrl or Shift key while clicking. 
• Click the button

• Enter a progress percentage for which you want to bill

The monetary values get auto-populated based on the the percentage you entered. 

Important Note: If you bill a task at 100% upfront, it will no longer be available for billing in future cycles, even if actual work on that task continues in subsequent periods.

• Repeat the process to add more upcoming tasks in the current billing cycle.

The next step is to select the items to move them for pay app generation.

Move the Work Items for Pay App Generation

• Select the items for this month’s billing by clicking the 'S.No' column
• Click 'Move to Open' at the top-right

Note: Work items under the same parent are auto-selected as a block for the current cycle and cannot be partially chosen.

The selected line items will be moved to 'Progress Billing' > 'Open' screen. You can reconcile the items, add more details and submit the same for pay app generation. 

You can also revert the items from the 'Open' screen to reserve them for next cycle billing.

See Create Payment Application for more guidance.