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Submitting your Application Package for Funding
Submitting your Application Package for Funding

This article explains how to submit a pay application package for funding, track its status, record client approval, and mark invoices as paid.

JD Williams avatar
Written by JD Williams
Updated over a month ago

Overview

This guide streamlines the funding process by explaining how to use pay application packages to manage invoice submissions, track approvals, and document payments. It ensures users can efficiently handle both on-system and off-system clients while maintaining accurate records.

Prerequisites

  • Create your application package. All invoices within the package must be marked as internally approved before the package can be submitted.

  • If your client is on-system you will need to configure your Financial approval Workflow to allow for either Recording Client Approval or Sending to your client.

Process

Submitting your Application Package

  1. Open the pay application package you want to submit.

  2. Verify all invoices listed within the package have been marked as Internally Approved. You will not be able to submit your application package until the invoices within it have been approved by your company.

  3. If your client is on-system, you can Submit this application package to them. They can review it in their INGENIOUS workspace.

  4. If your client is off-system, click the Export icon to export the package to PDF. The export will include:

  • A cover page.

  • A Funding Application Summary.

  • All of the invoices are included in the package.

  • Any backup for each invoice that was uploaded to Tab 3 Supporting Documents on the invoice.

  • When you export the package, you will see the notification banner shown below.

  • When the export is ready, it will be available in the Notification Center on the left-hand side.
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  • If you have exported your package to PDF and emailed it to your client, click Mark as Submitted to Client.

Recording Client Approval

  1. After your client reviews and approves the submitted application package, click Record Client Approval to log their decision. Be sure to include the details of their approval and attach any supporting documentation, if applicable.

  2. If your client does not approve the application package and requests changes, click the three dots and select Revert to Draft to make the necessary updates.

Marking Invoices as Paid

After invoices are paid, open the application package and select Mark as Paid. Enter the payment details to complete the process. Once an invoice is marked as paid, it becomes non-modifiable but can be reverted to Draft by a workspace Administrator if needed.

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