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About This Automation
Progress billing and draw scheduling requires bookkeepers to manually track project milestones, retrieve contract terms, calculate earned revenue, and prepare invoices and draw requests.
Automation retrieves milestone data from the project management system, calculates draw amounts based on contract terms, and generates invoices and draw request documents automatically.
Key features:
Monitor project milestones automatically and trigger draw calculations when phases are marked complete
Retrieve contract terms and holdback clauses from project records and apply them to earned revenue calculations
Calculate draw amounts based on completion percentage, contract terms, and holdback rules without manual spreadsheet work
Generate invoices in accounting software and draw request documents ready to send to clients
Send invoices and draw requests via email and notify the project team through team communication tools
Log all draw transactions in accounting records and maintain a real-time tracking log
The issues teams report most often with this process
#
Friction point
Companies Report This
1
Manual contract term lookup
Bookkeeper must manually search for and verify contract terms, draw percentages, and holdback clauses for each project.
80%
2
Spreadsheet-based calculations
Draw amounts are calculated manually in spreadsheets and cross-checked, introducing errors and consuming significant time.
67%
3
Multi-tool document creation
Invoices, draw requests, and tracking logs must be created and updated across multiple systems without integration.
53%
4
Manual email composition
Each client communication requires manual email drafting with project details and payment instructions.
40%
5
Delayed payment cycles
Multi-day manual process delays invoice delivery, extending client payment cycles and cash flow timing.
26%
DisclaimerAll data is based on anonymized FullSpec mapping sessions and proprietary industry research. Learn more
Automation readiness
How well-suited this process is for automation
Process Pain Score™Manual calculations and multi-step document creation delay client invoicing and.
7.8/ 10
AI Fit Rating™Milestone detection, contract term retrieval, and draw calculations are.
9.1/ 10
Automation Lift Index™Automation eliminates manual calculation, document creation, and email.
8.8/ 10
Hidden Overhead™Context switching between project management, contracts, spreadsheets, and.
7.3/ 10
How The Automation Works
The full workflow, from trigger to completion.
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1. Milestone Marked Completetrigger
Webhook detects a project milestone status change to complete and passes the project ID, phase name, and completion date to the automation platform.
2. Fetch Contract Terms
The automation queries a contract database or Google Sheet to retrieve the draw percentage, holdback, and payment terms for the project and phase.
3. Calculate Draw Amount
The automation calculates earned revenue, applies holdback, and determines the invoice and draw request amounts based on contract terms and project progress.
4. Create Invoice in QuickBooks
The automation creates an invoice with the calculated amount, project details, and client information, then marks it ready to send.
5. Send Invoice and Draw Request
The automation sends the invoice to the client and attaches a generated draw request document with all required details.
6. Notify Team
The automation posts a message confirming the draw has been issued, including the project name, amount, and client contact.
Everything you need to know before mapping this process.
The automation flags the draw for manual review by the bookkeeper, who verifies the contract terms before the invoice is generated. This ensures accuracy while still eliminating routine calculations.
Procore
QuickBooks Online
Gmail
Google Sheets
Slack