# Progress Billing: Prove Every Claim Line

Source: https://maito.app/workflows/check-you-can-prove-every-progress-claim

A week before each progress claim, Maito checks every line for signed evidence and approved change orders and posts what is missing in Slack.

Before a claim goes out, Maito checks each line has approvals and proof of work, and lists what's missing.

[Finance](https://maito.app/workflows/team/finance) · [Construction](https://maito.app/workflows/industry/construction) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email
-   [QuickBooks](https://maito.app/workflows/tool/quickbooks)
-   [Xero](https://maito.app/workflows/tool/xero)
-   Box
-   Dropbox
-   Notion
-   Microsoft 365
-   [Airtable](https://maito.app/workflows/tool/airtable)

## How 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

1.  Pull approved change orders and signed progress sheets
2.  Check each claim line has evidence
3.  List gaps
4.  Assemble the claim package

## Example

Loop run: Oct 23 · Claim due in 7 days

**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

On a schedule Check you can prove every progress claim

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

### Which tools does it check?

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.

### What does it do with a change order approved only by email?

It leaves it out of the package and tells you, because there is no signed form.

### Does it submit the claim?

No. It produces a draft for your review. Submitting stays with you.

## More finance workflows

-   [Log and match every invoice Invoices from email get read, logged and matched to purchase orders. Finance · When something happens Works with Gmail, Microsoft 365, QuickBooks, Xero.](https://maito.app/workflows/log-and-match-every-invoice)
-   [Review expenses against policy Expenses get checked against the policy before a person approves them. Finance · When something happens Works with Ramp.](https://maito.app/workflows/review-expenses-against-policy)
-   [Prep the month-end close checklist Know which close tasks are done, late or blocked. Finance · On a schedule Works with Linear, Asana.](https://maito.app/workflows/prep-the-month-end-close-checklist)
-   [Explain a budget variance See why spending is over or under budget, line by line. Finance · When you ask Works with QuickBooks, Xero, Airtable, Microsoft 365.](https://maito.app/workflows/explain-a-budget-variance)
-   [Chase overdue invoices Customers with overdue invoices get polite, correct reminders. Finance · On a schedule Works with QuickBooks, Xero, Gmail, Microsoft 365.](https://maito.app/workflows/chase-overdue-invoices)
-   [Build a forecast scenario Ask "what if" and get the forecast redone with your assumptions. Finance · When you ask Works with Airtable, Microsoft 365.](https://maito.app/workflows/build-a-forecast-scenario)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

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[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fcheck-you-can-prove-every-progress-claim)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)