When you mark a pay app as paid, Siteline records the payment date and amount, updates A/R Aging, and adds the change to the project activity feed.
Important: Marking a pay app as paid locks the pay app and prevents further syncing.
Mark a pay app as paid
Open the project where you received payment.
From the project’s pay app overview, find the applicable pay app.
Click Mark as paid.
Enter the date you received the payment in Paid on.
Confirm or update the Amount paid.
If any remaining balance should be written off, select Balance closed.
Click Mark as paid.
Siteline updates the pay app’s status to Paid and records the payment in the activity feed.
Submit an unconditional progress lien waiver
If the project requires an unconditional progress lien waiver, Siteline will prompt you to complete it as part of marking the pay app as paid.
Complete the waiver
Click Mark as paid for the applicable pay app.
Review the waiver details and confirm the amounts and other information are correct.
Click Get started.
Complete each required field.
Add your digital signature when prompted.
Click Submit.
Add recipients and send the waiver
After completing the waiver:
Enter the date you received payment.
Review the recipients.
Recipients from the previous unconditional progress lien waiver may be added automatically.
To add someone new, click Add recipient and enter their:
Email address
Full name
Company
Review the subject line.
Add an optional note when needed.
Click Submit.
Siteline sends the waiver directly to the recipients and emails you a copy of the completed PDF.
After submission, Siteline returns you to the pay app overview and updates:
The pay app status to Paid
The payment date
The project activity feed
Video Resource: Mark a pay application as paid and submit unconditional lien waiver
Record a partial payment
When a customer pays less than the full amount due, enter the amount you actually received.
For example, if the pay app has a balance of $112,500 and the customer pays $100,000:
Click Mark as paid.
Enter $100,000 as the amount paid.
Leave Balance closed unchecked.
Click Mark as paid.
Siteline records the payment and continues showing the remaining $12,500 in A/R Aging.
You can return to the pay app later to:
Record an additional payment
Update the amount paid
Close the remaining balance
Reopen a previously closed balance
Each change appears in the project activity feed.
Automatically close small remaining balances
Siteline can automatically close a small remaining balance when a payment is slightly less than the amount due.
Your company can define an Auto-close pay apps under threshold. When the balance left after a payment is equal to or less than that amount, Siteline closes it automatically.
For example:
Amount due: $38.40
Amount paid: $37.41
Remaining balance: $0.99
Auto-close threshold: $1.00
Because the remaining balance is below the $1.00 threshold, Siteline automatically closes it. You do not need to select Balance closed.
Siteline still records $37.41 as the amount received. Closing the remaining balance does not treat the difference as additional cash collected.
Please note: Once the balance is closed out with the auto-close feature, no further collection emails will go out for those small remainders.
Configure the auto-close threshold
Administrators can configure a company-wide default:
Click your company name in the upper-right corner.
Open Company Settings.
In the Company section, click Edit.
Enter an amount under Auto-close pay apps under.
Save your changes.
Leave the field empty to disable automatic closing.
The company default can also be overridden for an individual project.
Manually close a remaining balance
You may decide that the customer will not pay the remaining balance, even when it is greater than your automatic closing threshold.
To stop the balance from appearing in A/R Aging:
Open the pay app.
Edit the payment.
Select Balance closed.
Save your changes.
The pay app will no longer show an outstanding balance in A/R Aging.
Closing the balance does not change the amount recorded as paid.
Reopen a closed balance
If a balance was closed by mistake or should remain outstanding:
Open the pay app.
Edit the payment.
Reopen the balance.
Save your changes.
The remaining amount will appear in A/R Aging again.
How payments affect A/R Aging
Siteline uses the payment amount and balance status to determine what appears in A/R Aging.
Payment status | What appears in A/R Aging |
Paid in full | No remaining balance |
Partially paid with the balance open | The unpaid amount continues aging |
Partially paid with the balance manually closed | No remaining balance |
Remaining balance falls within the auto-close threshold | No remaining balance |
A closed balance is reopened | The unpaid amount returns to aging |
Applicable reporting exports will also reflect whether a balance remains open or has been closed.
Video Resource: Partial Payments in Aging
Frequently asked questions
Does marking a pay app as paid mean the customer paid the full amount?
Not necessarily. Enter the amount you actually received. If it is less than the amount due, Siteline will continue tracking the remaining balance unless it is manually closed or falls within your automatic closing threshold.
What does Balance closed mean?
Selecting Balance closed tells Siteline that you no longer expect to collect the remaining amount. The difference stops appearing in A/R Aging, but Siteline continues to show the actual amount received.
Does automatic closing change the amount paid?
No. Siteline records the amount you entered as the payment. The feature only closes the small remaining balance.
Is the auto-close threshold the same for every project?
Your company can set a default threshold in Company Settings. That default can be overridden for an individual project.
Can I change a payment after marking the pay app as paid?
Yes. You can return to the pay app to update the amount paid, close the remaining balance, or reopen a closed balance. Siteline records those changes in the activity feed.