Create Payment Application

The 'My Progress' screen dynamically tracks your billable work, updating in real time as you log task progress. When it is time to build a Payment Application (Pay App), you can easily choose which available items to include in your current bill. Linarc automatically calculates the claimable percentage for each item, but you retain full control to edit this number. You can decrease the percentage to reserve funds for a future billing cycle, or increase it to secure upfront capital for things like mobilization and material purchases.

Once your selections are made, Linarc streamlines your next steps:

• Selected items move to the 'Ópen' screen, which provides a detailed breakdown of your chosen tasks, their progress, and their monetary values for easy review and reconciliation.
• Unselected items stay right where they are on the 'My Progress' screen so they are ready for future billing cycles.

Note on Progressive Billing: If enabled in your project settings, you have the flexibility to draft multiple Pay Apps progressively throughout the month. As work is completed, you can build applications in successive terms and accumulate them to submit as one convenient batch on or after your designated pay app submission date.

Stored Materials

• For applicable work items, you can record the monetary value of unconsumed materials procured and stocked either on-site or in a warehouse
• These material costs are factored into the billing-eligible value of each item
• The system ensures accuracy by preventing duplicate inclusion of stored material values across multiple invoice submissions

Including Additional Amounts

The system provides the flexibility to include extra charges in your Pay App for expenses that fall outside your standard project schedule. By adding an Additional Amount, you ensure your billing remains accurate, comprehensive, and fully covers your total effort.

• Bill for unforeseen work: Request funds for extra materials or services that aren't tied to a specific planned task.
• Draw from any budget: Quickly pull these extra funds directly from any available budget account within your project, including unallocated budgets.

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

• Select Items to Include in the Current Month's Pay App
• Review and Reconcile Values
• Add Stored Materials Cost
• Add Additional Amounts
• Edit the Items
• Generate the Pay App

Select Items to Include in the Current Month's Pay App

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

The table displays a list of task items currently eligible for invoicing. It provides a quick overview of each item, including overall progress, progress made during the current month, and the corresponding monetary values.

Most values in this table are read-only to ensure data integrity. The only editable field is the work percentage located under the Current Period' column.

For applicable items, type in the specific percentage of work you want to claim on your current bill. The monetary cost value will update automatically based on the percentage you enter.

Important Note: If you enter 100% for a task item's current period, it marks the item as fully billed. That specific task will no longer appear as an available item in future billing cycles.

• Select the items you want to submit by clicking their serial numbers

Note: Selecting any child task item automatically selects all its sibling tasks, meaning all tasks under the same parent task will be auto-selected for consistency.

• Click  'Add Schedule Line' to add upfront funds or mobilisation costs for upcoming tasks. See Secure Upfront Funds for more details
• Hold down the 'Ctrl' or 'Shift' key on your keyboard to select multiple items
• Click the 'Move to Open' button at the top right

• Click 'Yes' in the confirmation dialog.

The selected items move to the 'Open' state. You can view the items waiting to be submitted from the 'Open' screen.

Review and Reconcile Values

• Open the 'Progress Billing' > 'Open' screen.

The table displays all work items submitted and eligible for invoicing, along with a detailed breakdown of their cost values. Its columns mirror those in the 'My Progress' table, with additional fields providing further details:

• S No.- The serial number of the item, shown after the Pay App is generated. Till then, it shows the controlicon to revert the item from the open items list to the 'My Progress' list, if you want to reserve the item for next month's bill.
• Stored Materials - The monetary value of the leftover materials remaining unconsumed or in stock, related to the work item. You need to manually enter the value. See Add Stored Materials Cost below to learn more.    
• Links - Click to view the list of other project documentation items to which the work item is linked
• Attachments - Click to view any images or documents attached to the work item, during progress update, etc.

Add Stored Materials Cost

• Click within the 'Stored Materials' column for the specific item to input the cost of unused materials. 

• Enter the monetary value of the materials currently in stock in the currency chosen in the billing settings. This value should include all materials procured for the task, both from previous periods and the current month. 
• Enter your notes or comments about the remaining materials in the 'Description' field
• Click 'Save'
• Repeat the process for all applicable task items

Add Additional Amounts

• Click '+Add to PayApp' at the bottom

• The 'Cost Code' drop down displays the budget lines with remaining unallocated funds and dedicated reserved funds if any. Select the cost code/budget item
• Enter the monetary value requested
• Click the 'Save' button to add your fees to the current billing cycle.
• Repeat the process to add fees under different accounting heads.

Edit the Items

You can:

• Add more items to the list from the 'My Progress' screen, as explained above.
• Remove items from the current list and save them for future billing. 

To remove items 

• Click the icon in the row to remove an item.

The item returns to the 'My Progress' screen and will be available for inclusion in the future bills.

Generate the Pay App

Once you have finalized the list of items for the current billing period, you can compose it as a Pay App.

You have two options:

• Instantly submit it as a PDF to the paying party - Applies to those created on or after the monthly submission threshold date 
• Save it for submission to the paying party after the monthly submission threshold date

To compile the pay app

• Click 'Generate' a the top-right

• Confirm your signature. The signature is fetched from your profile settings. If you haven't added your signature to your profile, you will be prompted to do so.
• Enter the month for which the payment application is generated.
• Click 'Yes' to continue

• Review the details and check the Forms:  
  • Form 1 Tab shows the Summary of the payapp with the layout as per industry standards
  • Form 2 tab shows the details of amounts blled against each contract line item 

• Click the  button on the top right to download the PDF version of the pay app

You can view the list of pay apps generated in the 'Progress Billing' > 'Pay Apps' screen.

Next Steps:

• If generated on or after the payment submission date, click Submit and proceed with sending the PDF version of the Pay App through email
• If generated before the payment submission date, the Pay App adds to the list. You can accumulate pay apps then submit them as a batch after the submission date.