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About This Automation
Interim valuations and payment certificates are critical financial documents in construction projects, certifying work completed and authorizing payments.
Automation extracts progress data and contract terms from existing systems, calculates valuations with built-in validation, and generates formatted payment certificates ready for approval. The result is faster, more accurate certificates with fewer errors and a dramatically shortened approval cycle.
Key features:
Extract progress data and contract schedules automatically from multiple sources and normalize them into a consistent format
Calculate interim valuations with retention, deductions, and validation against prior certificates and accounting records
Flag calculation outliers and discrepancies for human review before certificate generation
Generate formatted payment certificate PDFs with all contract terms and valuation figures pre-populated
Route certificates to project managers and clients for approval with automated tracking and reminders
Record approved certificates in accounting software and distribute to all stakeholders with audit trail
Hidden Overhead™Context switching between data sources, approval follow-ups, and error rework.
7.1/ 10
How The Automation Works
The full workflow, from trigger to completion.
Press enter or space to select a node.You can then use the arrow keys to move the node around. Press delete to remove it and escape to cancel.
Press enter or space to select an edge. You can then press delete to remove it or escape to cancel.
1. Valuation Date Reachedtrigger
The automation is triggered on a set monthly date or when a project milestone is marked complete in the project management system.
2. Extract Progress and Contract Data
The automation queries the project management system and to retrieve progress percentages, completed work items, contract rates, and prior valuation records.
3. Calculate Valuation Amounts
The automation applies contract schedules and rates to progress data, calculates work value to date, deductions, and retention, and cross-checks against prior valuations.
4. Valuation within expected range?
The system checks if the calculated amount falls within a reasonable variance of the prior valuation. Outliers are flagged for manual review.
5. Route to Project Manager for Approval
A summary of the valuation is sent to the project manager via email with a one-click approval link. The system waits for response or escalates after 2 days.
6. Generate Payment Certificate
Once approved, the automation generates a formatted payment certificate PDF with all contract terms, valuation figures, and retention details pre-populated.
7. Record and Notify
The certificate is recorded as a draft invoice, and notifications are sent to the client, project manager, and finance team with the certificate attached.
Everything you need to know before mapping this process.
The automation flags outliers and discrepancies for human review before the certificate is generated, ensuring accuracy and compliance with contract terms.
Xero
Google Drive
Gmail
Microsoft Excel
Slack