Create & Submit Payment Application

The 'My Progress' Screen displays all work items available for billing submission. The list updates dynamically based on task progress updates.

• On the Pay App generation date, you can select the items to be included in the current month's bill from the 'My Progress' screen.
• The selected items automatically move from the 'My Progress' screen to the 'Open' screen for review and reconciliation.
• Any unselected items remain available for inclusion in upcoming billing cycles.

The 'Open' Screen provides a detailed breakdown of selected work items with their present progress, corresponding monetary values, etc., for review and verification.

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.

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
• Edit the Items
• Generate and Submit 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 shows the list of task items that are eligible for invoicing, with details like the overall progress, the current month's progress, and their values.

• 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.

• 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 'Remaining 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

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 and Submit Pay App

Once you have finalized the list of items for the current billing period, you can create a Pay App as a PDF and submit it to the paying party for approval.

Prerequisites:
Signature Setup – The Pay App is generated with your digital signature endorsement.
You must first set up your signature in Profile Settings.
If you haven’t done so, Linarc will prompt you to register it when creating the Pay App.
See Register Your Signature for detailed steps.
Template Configuration – The Pay App 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.

To generate the Pay App as PDF

• Ensure that you are in the 'Progres Billing' > 'Open' screen.

• Click 'Generate & Publish' on the top right

• Review the details and check the Forms:  
• Form 1 Tab shows the Summary in the G702 form.
• Form 2 tab shows the details of work performed, included in G703 form.

• Click "Generate PDF' to downlaod the PDF with your digital signature.

• 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.
• Download the PDF by clicking the PDF icon at the top right.  

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

Once approved, you can mark the Pay App as approved and proceed to generate the invoice. See Generate and Submit Invoice for Payment for guidance.