How do I pay my subcontractors / vendors through Beam?

Paying a subcontractor / vendor in Beam happens in two stages: first you create a subcontract on the project, then you create a bill against that subcontract and schedule the payment.

Note: You don't have to create a subcontract to pay a sub. If you just need to pay a single bill without tracking it against a subcontract, create a one-off bill instead — see How do I create a one-off bill for a project? below.

How do I create a subcontract in Beam?

1. From the Projects page, click into the project you want to work in.
2. In the left-hand navigation panel, select Subcontracts.
3. On the Subcontracts tab, click + Add subcontract.
4. Click the Vendor field and select the subcontractor from the list.
   • (If they aren't listed yet, choose + Add new vendor to create them.)
5. Under Schedule of values, add your line items:
   1. Select the accounting code (e.g., 0030 Electrical).
      • This field will only be visible if you have accounting codes in Beam.
   2. Enter a description for the line item (e.g., “Electrical Scope”).
   3. Enter the amount to set the contract value.
   4. Use + Add item to add additional line items as needed.
6. (Optional) Upload a subcontract document, toggle on Sign and collect vendor e-signature, and set Retainage or Attachments.
7. Click Add to finalize the subcontract.

The subcontract now lives inside the project and shows the projected cost, contract sum, and balance breakdown (Paid / Processing / Unpaid / Balance to finish).

How do I create a bill against a subcontract and schedule payment?

1. When you're ready to pay your vendor, select Bills in the left-hand navigation menu.
2. Click + Add bill.
3. Select the bill type. Choose For a subcontract, then click Next: Bill information.
   • Tip: If you have the vendor's invoice (PDF, PNG, or JPEG), you can upload the bill from the global Bills page for Beam to automatically extract the bill data.
4. Bill information (Step 1 of 3):
   1. Click the Subcontract field and select the subcontract you want to bill against.
   2. Confirm or update the Issue date, Due date, and Number (bill/invoice number).
   3. Click Next: Line items.
5. Line items (Step 2 of 3): For each line item, enter how much you want to bill this period:
   1. Enter a % of the scheduled value, or
   2. Enter a $ amount directly, or click Set to remaining amount.
   3. The Bill total updates automatically. Click Next: Finalize and add.
6. Finalize and add (Step 3 of 3):
   1. (Optional) Add an Invoice memo and any attachments.
   2. (If Applicable) Choose a Conditional lien waiver option:
      1. Collect signature from subcontractor — the vendor receives an email with instructions to sign the lien waiver.
      2. Upload an existing document — if the vendor has already sent you a signed lien waiver.
      3. Collect lien waiver later — if you aren't paying the bill right now.
   3. Check This is the final invoice for this project if applicable, or confirm the Through date if this is a progress invoice.
   4. Note: You will only see lien waiver options if you are on the Scale plan and have turned on Collect lien waivers for each bill within the project details.
7. Click Save bill and schedule payment (or Save bill and pay later to schedule it later).
8. Schedule payment: In the Schedule payment panel:
   1. Confirm the Recipient. If you don't already have their bank details, click + Add recipient bank information — otherwise the vendor will receive an email from Beam to add it.
      1. Note: If they don't add it before the scheduled payment date, payment will be delayed.

1. 1. Choose which account to Debit from (your Beam Balance or a connected bank account).
   2. Select a payment date: Tomorrow (soonest), Pay on due date, or Schedule for date.
   3. Click Schedule to confirm the payment.

Every time you add a bill, it'll be automatically reconciled against existing subcontracts and change orders.

How do I create a one-off bill for a project?

Use a one-off bill to pay a vendor or sub for a single bill that you don't need to track against a subcontract.

1. From the Projects page, click into the project you want to work in.
2. In the left-hand navigation panel, select Bills.
3. Click + Add bill.
4. Select the bill type. Choose One-off for a project, then click Next: Bill information.
5. Bill information (Step 1 of 3):
1. Click the Bill from field and select the vendor / subcontractor (or choose + Add new vendor to create one).
2. Confirm or update the Issue date, Due date, and Number (invoice number).
3. Click Next: Line items.
6. Line items (Step 2 of 3): Add each item on this bill:
1. Select the Project, Accounting code, and Cost type.
2. Enter a Description for the line item (e.g., “Painting Scope”).
3. Enter the Amount for the line item.
4. Use + Add item to add additional line items. The Bill total updates automatically.
5. Click Next: Finalize and add.
7. Finalize and add (Step 3 of 3):
1. (Optional) Add an Invoice memo and any attachments.
2. Choose a Conditional lien waiver option (collect signature from the vendor, upload an existing signed waiver, or collect it later).
3. Check This is the final invoice for this project if applicable, and confirm the Through date.
4. Click Save bill and schedule payment (or Save bill and pay later to schedule it later).
8. Schedule the payment the same way as a subcontract bill: confirm the recipient and bank information, choose the account to debit from, select a payment date, and click Schedule.

What are the benefits of paying my subs with Beam?

• Speed: ACH in 1-2 business day(s), and 0-1 business day if you pay through the Beam balance!
• Flexibility and freedom: No payment limits
• Peace of mind: Incredibly easy and transparent for you and your subcontractor
• Visibility: Each bill can be reconciled against your project budget (exclusive to our Plus and Scale tiers)