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Progress Claims & Variations

Process progress claims from contractors, manage variation orders for scope changes, and maintain accurate project budget tracking.

Progress Claims

Progress claims are periodic payment applications submitted by contractors for work completed.

Submitting a Claim

  1. Go to Project > Contracts > Register
  2. Open the relevant contract
  3. Go to Progress Claims
  4. Click Create Claim
  5. Enter claim details:
    • Claim Period: The period this claim covers
    • Claim Amount: Amount being claimed
    • Description: Work completed in this period
    • Attachments: Supporting documentation (invoices, photos, schedules)
  6. Submit the claim

Claim Review

Claims follow an approval workflow:

  1. Claim is submitted by the contractor or on their behalf
  2. Designated reviewer assesses the claim:
    • Verify work completed matches the claimed amount
    • Review supporting documentation
    • Check against contract schedule of values
  3. The reviewer can:
    • Approve: Accept the claim as submitted
    • Approve with Adjustment: Modify the claimed amount
    • Reject: Return the claim with comments
  4. Approved claims update the contract's financial summary

Tracking Claims

View claim history for each contract:

  • Total claimed to date
  • Approved amounts
  • Outstanding claims
  • Remaining contract value
  • Claim-by-claim breakdown

Variations

Variations (change orders) document changes to the original contract scope, cost, or time.

Creating a Variation

  1. Go to Project > Contracts > Register
  2. Open the relevant contract
  3. Go to Variations
  4. Click Create Variation
  5. Enter variation details:
    • Variation Number: Auto-generated or manual
    • Title: Description of the change
    • Description: Detailed scope of the variation
    • Value: Cost impact (positive for additions, negative for deductions)
    • Time Impact: Extension or reduction in days
    • Attachments: Supporting quotes, drawings, or correspondence
  6. Submit the variation

Variation Approval

Variations follow an approval workflow:

  1. Variation is submitted for review
  2. Designated approver reviews:
    • Scope of change
    • Cost impact
    • Time impact
    • Supporting documentation
  3. The approver can:
    • Approve: Accept the variation
    • Reject: Decline the variation with reasons
    • Request Information: Ask for additional details
  4. Approved variations update the revised contract value

Variation Register

View all variations for a contract:

  • Variation number and title
  • Status (Pending, Approved, Rejected)
  • Value impact
  • Time impact
  • Cumulative effect on contract value

Budget Impact

Contract Value Updates

Approved variations automatically update:

  • Revised Contract Value: Original value + approved variations
  • Budget Allocation: Budget codes reflect variation impacts
  • Project Budget: Overall project financial summary

Financial Reporting

Track financial health across all contracts:

  1. Go to Project > Contracts > Budget
  2. View:
    • Total contract commitments
    • Approved variations
    • Claims paid vs outstanding
    • Budget utilisation
    • Remaining budget

Approval Workflows

Setting Up Workflows

Configure multi-step approval workflows for claims and variations:

  1. Go to Organisation > Tools > Workflows or Project > Tools > Workflows
  2. Create workflow templates for:
    • Progress claim approval
    • Variation approval
  3. Define approval steps:
    • Step 1: Project Manager review
    • Step 2: Commercial Manager approval
    • Step 3: Director sign-off (for amounts above threshold)
  4. Activate workflows on the project

See Workflows & Approvals for detailed setup instructions.

Workflow Status

Track where each claim or variation sits in the approval process:

  • Current approval step
  • Who needs to action next
  • Comments from previous approvers
  • Time in current step

Best Practices

  • Submit claims on schedule: Maintain a regular claiming cycle aligned with contract terms
  • Document thoroughly: Attach supporting evidence with every claim and variation
  • Use approval workflows: Ensure proper governance with multi-step approvals
  • Track variations promptly: Record variations as they arise rather than batching them
  • Review budget regularly: Check the budget dashboard after each claim and variation approval
  • Maintain audit trails: Use comments and attachments to create a clear record of decisions