Progress Claim Template for Subcontractors

How to fill it in

Start a new claim from the previous one each period, so the amounts previously claimed carry across.

1. Claim details. Your company, ABN and claim number; the builder or head contractor; the claim date; the project; the date work is completed to; the subcontract reference and the subcontract sum.
2. Contract works. One line per item in the schedule of values, with its contract value.
3. Progress. The percentage complete for each item and the amount previously claimed. The Excel version works out the value to date and this claim.
4. Approved variations. Each approved variation the same way, with its reference and approved value.
5. Retention and GST. The retention rate your subcontract sets. The claim summary deducts retention from the gross amount and adds GST.
6. Attach and submit. List the supporting documents, sign the claim, and send it with the cover letter. Keep a copy of what you sent and when.

Australian terminology

• Progress claim. A claim for payment for the work completed to a date, usually made each month.
• Schedule of values. The breakdown of the subcontract sum into items, used to value progress.
• Value to date. The contract or approved value of an item multiplied by its percentage complete.
• Previously claimed. The total already claimed for that item in earlier claims.
• Retention. An amount the builder or head contractor holds back from each payment, at the rate the subcontract sets.
• Subcontract sum. The price for the subcontract works, before variations, excluding GST.

What makes it hold up if it is disputed

A claim is easier to assess, and harder to argue down, when every line can be traced to a record. Keep each item's percentage complete consistent with what is on site and with your earlier claims. Claim only variations that have been approved, and keep unapproved work on its own record until it is. Attach the day labour dockets, approval references and progress photos the claim relies on.