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Monthly Claim Workflow

Complete walkthrough for preparing, submitting, and tracking progress claims each month. Follow these steps to ensure accurate claims and smooth certification.

Monthly Timeline

Week 1-3
Field work & surveys
Week 4
Data verification
End of Month
Submit claim
Next Month
Certification
1

Verify Survey Data is Complete

Before preparing a claim, ensure all field work for the period has been uploaded and processed.

Checklist:

  • All survey videos uploaded and GPS extracted
  • Road segments measured and tagged
  • Assets identified and classified
  • Survey linked to work package
See: Video Upload Guide
2

Review BQ Quantities

Check that cumulative quantities in the BQ reflect all completed work.

What to check:

  • • Segment lengths match field measurements
  • • Asset counts are accurate
  • • No duplicate entries
  • • SOR rates are correctly linked
See: Bill of Quantities Guide
3

Create New Claim

Start a new progress claim for the current period.

Steps:

  1. Go to Work Package → Claims tab
  2. Click "New Claim"
  3. Set claim period (e.g., 1-31 March 2026)
  4. Enter a reference number if required
  5. Save as draft
See: Progress Claims Guide
4

Enter "This Claim" Quantities

For each BQ line, enter the quantity of work completed this period.

Important: "This Claim Qty" is the work done THIS PERIOD only, not cumulative. The system calculates cumulative totals automatically.

Example:

ItemPreviousThis ClaimCumulative
Pothole repair150 m²45 m²195 m²
5

Link Evidence

Attach survey segments and tagged assets that justify the claimed quantities.

Why this matters:

  • Auditors can verify quantities against GPS-tagged evidence
  • Speeds up certification review
  • Creates immutable proof of work
See: Evidence Linking Guide
6

Review Totals

Check the claim summary before submission.

Verify these amounts:

  • • Gross Amount: Total before deductions
  • • Retention: Percentage held back (typically 5-10%)
  • • Previous Certified: Amount from prior claims
  • • This Claim Net: Amount you're claiming this month
7

Submit Claim

When everything is verified, submit the claim for certification.

After submission: The claim status changes to "Submitted" and the timestamp is recorded in the audit log. You cannot edit submitted claims.
8

Export SOV for Client

Download the Schedule of Values (SOV) Excel file for formal submission.

Export includes:

All BQ lines, quantities, rates, amounts, and claim summary formatted for client submission.

See: Claim Export Guide

What Happens Next?

1
Under Review

Client reviews your claim and evidence

2
Certified

Claim approved — amounts are locked

3
Paid

Payment received — final state

Related Guides

Progress Claims
Evidence Linking
Bill of Quantities
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