Progress Claims & Payment Schedules

Q: Do project managers need to do anything differently?

Project managers submit completion data through a standard form or email, which the automation captures. The process is simpler than before since they no longer need to wait for manual follow-ups.

Q: Will this work with our existing contracts and retention clauses?

Yes. The automation is configured with your contract templates and retention rules.

Q: What if the automation flags an issue with a claim?

Flagged claims are held for manual review with a clear explanation of the issue. Finance staff review and resolve the problem before the claim proceeds to approval.

Q: Can clients see the progress claim documents?

Yes. Approved claims are automatically formatted into professional PDF documents and sent to clients with the invoice, maintaining your company branding and certification statements.

Keep cash flowing on site by automating the full progress claim and payment schedule cycle from milestone to receipt.

112 hrs

Manual time identified

Companies have mapped

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About This Automation

Progress claims require manual data collection, calculation, and document creation across multiple systems and approvals. Errors in claim calculations and lengthy approval cycles delay cash flow and create rework.

Automation extracts completion data, calculates entitlements against contract terms, generates compliant claim documents, and routes them for approval. Claims move from milestone to invoice in hours instead of days.

Key features:

Extract project completion data and contract payment schedules automatically

Calculate claim entitlements based on work completed and contractual retention rules

Generate formatted progress claim documents with supporting schedules

Route claims through internal approval workflows with audit trails

Create and send invoices to clients with linked claim documentation

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual claim calculations Finance team manually calculates entitlements from contract schedules, creating errors and requiring rework.	80%
2	Multi-step approval delays Claims route through email approvals with manual feedback and changes, extending cycle time.	67%
3	Document creation overhead Progress claim documents are manually created in multiple formats with supporting schedules.	53%
4	Data scattered across systems Completion data, contracts, and prior claims exist in email, spreadsheets, and document storage.	40%
5	Payment tracking gaps Manual monitoring of payment receipt and project record updates creates visibility delays.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.3/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.5/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Milestone Marked Completetrigger

A project milestone is marked as complete in the project management system or a monthly billing date arrives.

2. Extract Project and Completion Data

The automation retrieves project details, work completed, quantities, and any change orders from the project management system and linked spreadsheets.

3. Fetch Contract Payment Schedule

The automation retrieves the contract payment schedule and milestone definitions or a document repository.

4. Calculate Claim Entitlement

The automation calculates the claim amount based on work completed, contract schedule, retention clauses, and prior claims, applying business rules and validation.

5. Generate Progress Claim Document

The automation generates a compliant progress claim document in PDF format, populated with project details, claim amount, schedules, and certification statement.

6. Route for Approval

The claim document is sent to the project manager and finance manager via email for review, with a structured approval request.

7. Create Invoice

Once approved, the automation creates an invoice linked to the project, with the claim amount and supporting claim document attached.

8. Send Invoice to Client

The invoice and progress claim are sent to the client, with payment terms and due date clearly stated.

Most popular tool stack used

— the complete tool combinations companies use

58% of companies

28% of companies

13% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

232 hrsIdentified

4Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What happens if a claim has variations or change orders?

The automation extracts variation data from project records and adjusts the claim calculation accordingly. Any discrepancies are flagged for manual review before the claim is finalized.

Do project managers need to do anything differently?

Will this work with our existing contracts and retention clauses?

What if the automation flags an issue with a claim?

Can clients see the progress claim documents?

View more FAQs

Process pain:8.3/10

Mapped by:4 Companies

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Page updated 10 August 2026