Automate collecting subcontractor progress claims.

Sending the subcontractor progress claim template

Project managers or site engineers can quickly request the progress claim for any open subcontract order on Planyard. Select the corresponding subcontractor orders and click “Send progress claim template.” Planyard automatically emails the progress claim template to the subcontractor.

In addition, you can let subcontractors issue the progress claims at any time via the progress claim submission link, which you may enter on your website or the subcontractor’s legal agreement.

Easy progress claim submission for subcontractors

The subcontractor receives a simple personal email from the project manager to submit the progress claim with a big blue button saying, “Submit the progress claim.”

The progress claim template opens automatically on the browser screen with a click on the button. Subcontractors do not need to create accounts or log in anywhere; they do not need to be trained to submit the progress claim.

The progress claim web form provides a real-time overview of the subcontract order contract sum breakdown, including the amount previously committed and the amount remaining in the contract.

Subcontractors can easily submit the month’s progress along with the new variations and easily deduct the prepayment.

Planyard does not allow subcontractors to overcommit the contracted items, thus preventing overbilling.

Spreadsheets-free progress claim review process for the project team

The Planyard displays a simple red notification on the project menu indicating that a new subcontractor progress claim has been submitted for review.

The project manager can immediately see the subcontractor-submitted variations with a click. You can decline or link them with the budget item, automatically updating the corresponding item’s committed costs in the project budget view.

Open the progress claim, review the current month’s progress, and “Approve” or “Reject and change” the subcontractor progress claim.

You can use the internal approval workflow to request that the site engineers, finance team, or your principal review and approve the subcontractor progress claim.

Once everything is correct, we click “Approve” and send an automatic confirmation message to the subcontractor. The whole process, including updating the budget and subcontractor order financial performance and managing the variations, is spreadsheets and duplicate data entry free.

Automatic progress claim report

The subcontractor received another simple email confirming the month’s progress was approved. Planyard automatically calculated and created the attached PDF progress claim report with automatic calculations.

The progress claim PDF report states the current total value of the progress claim, the amount of retention booked, the amount of prepayment settled, and the amount that needs to be invoiced.

There is another blue button in the emails where the subcontractor can load the purchase invoice so it gets automatically linked to the correct progress claim and the subcontractor order, and we have less manual invoice sorting. You can also manually link the progress claim to the order for the right subcontractor.

Processing the purchase invoice for the progress claim

Once the project team logs on to Planyard, they see a simple red notification on top of the Costs tab indicating a new purchase invoice waiting for review.

One-click to open the invoice, and you will immediately see the invoice on the right side of the browser screen and the submitted progress claim contract sum breakdown and totals on the left side.

It’s easy to double-check that the invoice total matches the progress claim totals. Once everything is correct, just hit approve.

Data entry-free subcontractor billing and budget updating process

Once the project manager approves the invoice, Planyard processes it through the integration into accounting systems such as QuickBooks, Xero, Sage, MYOB, or email, which means there is no repetitive data entry work for the accounting team.

In addition, Planyard automatically updates the project budget and the subcontractor order and allows tracking of their financial performance, payment summary, all variations, how much retention is booked and released, and whether the prepayment is settled in real time. The subcontractor order is interlinked with the bid request and all the invoices we have approved for the subcontract order. So, several transactions happen automatically, saving the project team’s time from manual repetitive reporting.

We can be sure that we stay within the budget, the subcontractors cannot overbill us, it’s a whole digital process, and we saved quite a bit of time.