Review and Approve Subcontractor Pay Apps - General Contractor

As a General Contractor, Linarc simplifies your review process by automatically routing Subcontractor Payment Applications (Pay Apps) directly to your workspace. From here, you can easily review the submitted billing data, verify completion percentages, and either approve the claim or request revisions—all directly within the platform.

You will receive a notification whenever a subcontractor submits a new or revised monthly Pay App.

To access the pay apps submitted by the subcontractors

• Click the Main Menu icon at the top-left of your screen.
• Select 'Subs Billing' under the 'Finance & Controls' section of the drop-down menu. (Alternative - If you are already in another finance module, simply click Subs Billing on the top navigation bar.)
• Select 'Pay App' from the left-hand menu.

Tip: Press and hold the Cmd (Mac) or Ctrl (Windows) key on your keyboard while clicking any menu item to open the module in a new browser tab

 The table shows the list of subcontractors:

Column Descriptions:

Contractor: The name of the subcontractor company. Click the name to view the full list of Pay Apps submitted by this subcontractor.

Trade: The specific division of work assigned to the subcontractor.

Submitted: A summary of the subcontractor's Pay Apps currently in the 'Submitted' state (pending your review).

• Count: The total number of submitted Pay Apps.
• Amount: The combined monetary value of these pending Pay Apps.

Approved: A summary of the Pay Apps you have already approved in previous months.

• Count: The total number of approved Pay Apps.
• Amount: The combined monetary value of all approved Pay Apps.

Search, Filter, and Sorting Options
Click the magnifier icon and use the 'Search' box located at the top left to find an entry using any value from the table as search criteria 
Click any column header to sort the rows in ascending or descending order based on that column's data.
Click the cog wheel icon at the top right to adjust the display density and customize the display and order of the columns 
The options at the top left allow you to filter the entries, create nested groups of entries, highlight cells and manage personalized and customized views of the table. Use the links below to learn more:
Customize Columns in List Views
Filter Options in List Views
Highlight Cells in List Views
Group and Organize Items in a List View
Manage Custom List Views
Download as Excel Sheet
Click the 'Download' 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.

• Click the name of a subcontractor to open the full list of pay apps from them.

Columns:

• Application Number: The unique identification or serial number assigned to the Pay App.
• Period: The specific billing month or cycle that the Pay App covers. Click the period to open the pay app.
• Invoice Number: The unique serial number of the corresponding invoice. (Note: This field will only populate after the Pay App has been approved and the subcontractor has generated the invoice).
• Payment Due: The total monetary amount requested in the Pay App.
• Created By: The name of the team member who generated and submitted the document.
• Application Date: The exact date the Pay App was submitted.
• Status: The current workflow state of the Pay App (e.g., "Submitted" or "Approved").
• Attachments: Click to download the signed PDF version of the Pay App and view supporting documents.

To review and approve a pay app

• Click the period to open the corresponding Pay App

Review and assess the pay app

• Approve the Pay App - Click 'Mark As Approved' at the top-right
• Request for a Revision - If you find discrepancies and need the subcontractor to make changes, you can request a revision directly through the platform. This will automatically notify the subcontractor to correct and resubmit the Pay App.

Currently, if a Pay App requires corrections, you will need to communicate this to the subcontractor out-of-band. They will be able to mark the Pay App as Revision by themselves and proceed with the revision and resubmission process.