Check you can prove every progress claim
Before a claim goes out, Maito checks each line has approvals and proof of work, and lists what's missing.
Finance · Construction · On a schedule · Updated
Works with
- Slack
- QuickBooks
- Xero
- Box
- Dropbox
- Notion
- Microsoft 365
- Airtable
Slack
QuickBooks
Xero
Box
Dropbox
Notion
Microsoft 365
AirtableHow do you prepare a progress billing claim?
To prepare a progress billing claim, run a Loop a week before it is due. Maito checks every line for signed progress evidence and every change order for a signed approval, compares the figures with your accounting software, leaves out anything unproven, and posts the gaps in Slack with a draft package.
How it's done today
Staff hunt through emails and folders for approvals and proof the night before billing.
What Maito does
- Pull approved change orders and signed progress sheets
- Check each claim line has evidence
- List gaps
- Assemble the claim package
Example
Loop run: Oct 23 · Claim due in 7 days
Evidence check for progress claim 6, due Oct 30. Contract value: $412,000. Claiming this period: $38,600. • Foundations 100%: signed sheet, ready • Framing 80%: signed sheet, ready • Plumbing rough-in 60%: signed sheet, ready • 2 more lines ready • Roof deck 100%: no signed sheet or photos Approved change orders: CO-01 and CO-02 ($14,250 total) have signed approvals. Catch: CO-04 ($3,800, added electrical) is approved only in an email thread. There is no signed form, so I've left it out of the package. From the accounting software, the signed sheets in files and the claim spreadsheet.
@Maito Put together the package without CO-04 and the roof deck. I'll chase Dana for the signature.
Package attached: claim-6-draft.pdf, $31,420 across 5 lines. Roof deck and CO-04 are listed on a cover note as pending evidence. It's a draft for your review, not submitted.
Maito (8:00 AM):
Evidence check for progress claim 6, due Oct 30.
Contract value: $412,000. Claiming this period: $38,600.
• Foundations 100%: signed sheet, ready
• Framing 80%: signed sheet, ready
• Plumbing rough-in 60%: signed sheet, ready
• 2 more lines ready
• Roof deck 100%: no signed sheet or photos
Approved change orders: CO-01 and CO-02 ($14,250 total) have signed approvals.
Catch: CO-04 ($3,800, added electrical) is approved only in an email thread. There is no signed form, so I've left it out of the package.
From the accounting software, the signed sheets in files and the claim spreadsheet.
Omar (8:09 AM):
Put together the package without CO-04 and the roof deck. I'll chase Dana for the signature.
Maito (8:11 AM):
Package attached: claim-6-draft.pdf, $31,420 across 5 lines. Roof deck and CO-04 are listed on a cover note as pending evidence. It's a draft for your review, not submitted.
How to set it up
- Ask your agent
“Seven days before each progress claim is due, check every line for an approved change order and signed progress evidence, and post what's missing in #billing.”
- Connect accounting software
- QuickBooks
- Xero
- Connect files
- Google Drive
- Box
- Dropbox
- Notion
- Microsoft 365
- Connect spreadsheet
- Airtable
- Microsoft 365
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It checks that evidence exists and is signed. It does not judge whether the percentage complete is right, and it never submits a claim.
Questions
QuickBooks or Xero for the figures, signed sheets in Google Drive, Box, Dropbox, Notion or Microsoft 365, and the claim spreadsheet in Airtable or Microsoft 365.
It leaves it out of the package and tells you, because there is no signed form.
No. It produces a draft for your review. Submitting stays with you.
