Video 24 of 26 ยท Move the Money

Progress Claims to Your Client

Create the claim, get it approved, serve it, record the client's schedule, and raise the invoice to Xero

← Provisional Sums: Allowances, Drawdowns and Over-runsBudget and Forecasting →
Watch the Progress Claims to Your Client video
Watch the Progress Claims to Your Client video on YouTube
Watch the video walkthroughhttps://youtu.be/TiqZkZ1HUzg

In this walkthrough, you'll claim against an active head contract in the Deep Space web app, from the first draft to the invoice your client pays. If your head contract isn't set up yet, watch our head contract video first.
The full series: 26 videos in Builder's Wheel order (Win, Set Up, Build, Move the Money, Govern)
  1. Build an Estimate and Proposal Win
  2. Multi-Trade Tender Win
  3. Set Up Your Workspace Set Up
  4. Add Users and Give Them Access Set Up
  5. Company Settings: Get Your Documents Ready Set Up
  6. Connect Xero and Map Your Cost Codes Set Up
  7. Folder Templates and Project Documents Set Up
  8. Document Templates vs Contract Templates Set Up
  9. Email Templates and Sending Documents Set Up
  10. Head Contract Setup Set Up
  11. Build Your Programme Set Up
  12. Subcontracts: Award to Executed Set Up
  13. DS Site: Invites, Inductions and Site Sign-on Build
  14. Drawings to Site and Subbies Build
  15. Run Your Programme on Site Build
  16. RFIs, Notices and the Project Inbox Build
  17. Inbox to Xero: How the Money Flows Move the Money
  18. Purchase Orders Move the Money
  19. Process Supplier Invoices Move the Money
  20. Subbie Claims: Inbox to Payment Schedule Move the Money
  21. Retentions and Security Move the Money
  22. Variations, End to End Move the Money
  23. Provisional Sums: Allowances, Drawdowns and Over-runs Move the Money
  24. Progress Claims to Your Client Move the Money
  25. Budget and Forecasting Govern
  26. Delegation of Authority Govern

Create the claim

Go to Commercial, Progress Claims to Client, and click New Claim.
Go to Commercial, Progress Claims to Client, and click New Claim.
Pick the head contract. The claim period, reference date, payment due date and payment schedule due date all fill in fro
Pick the head contract. The claim period, reference date, payment due date and payment schedule due date all fill in from the contract terms.
Tick the lines you're claiming. Enter each one in dollars or as a percent, this period or to date. You can also prefill
Tick the lines you're claiming. Enter each one in dollars or as a percent, this period or to date. You can also prefill from your programme or your costs. Here we claim forty percent of preliminaries, all of demolition, and thirty percent of partitions.
Retention is worked out for you from the contract settings, and you see the gross claim, the retention, and the net clai
Retention is worked out for you from the contract settings, and you see the gross claim, the retention, and the net claim. Click Create draft.
The draft shows every SOV line with progress and the amount claimed. Approved variations and provisional sums sit in the
The draft shows every SOV line with progress and the amount claimed. Approved variations and provisional sums sit in their own sections below the contract lines.

Approve it internally

Check the financial summary, then click Submit for Internal Approval. It follows your Delegation of Authority.
Check the financial summary, then click Submit for Internal Approval. It follows your Delegation of Authority.
Watch for this warning. No one holds the Project Manager role on this project, so the step went to Highest Authority. Fi
Watch for this warning. No one holds the Project Manager role on this project, so the step went to Highest Authority. Fill the roles in Project settings, Team, so claims go to the right people.
Approved it by mistake? Revert Internal Approval sends it back to draft with a reason, and resubmitting starts the appro
Approved it by mistake? Revert Internal Approval sends it back to draft with a reason, and resubmitting starts the approval again.

Serve the claim

Once it's approved, click Serve Payment Claim. Deep Space generates the claim PDF from your published template and attac
Once it's approved, click Serve Payment Claim. Deep Space generates the claim PDF from your published template and attaches it. After this, the claim can't be edited.
The claim is now Submitted, and the PDF is on the claim's Documents tab, ready to send to your client.
The claim is now Submitted, and the PDF is on the claim's Documents tab, ready to send to your client.

Record the client's response

The Client Response tab counts down the working days your client has to serve their payment schedule.
The Client Response tab counts down the working days your client has to serve their payment schedule.
When they respond, set the status to accepted, partially accepted or disputed, and enter the certified amount and date.
When they respond, set the status to accepted, partially accepted or disputed, and enter the certified amount and date. A disputed claim can push out your revenue forecast.
Then go to Payment Schedules Received and click Record Client Schedule. Pick the claim, and enter the client's certifica
Then go to Payment Schedules Received and click Record Client Schedule. Pick the claim, and enter the client's certificate number and the scheduled amount.
Approve it internally, then click Accept or Dispute. Accepting is what lets you invoice it.
Approve it internally, then click Accept or Dispute. Accepting is what lets you invoice it.

Invoice and Xero

Go to Invoices to Client and click Generate Invoice. Pick the accepted schedule. The recommended invoice is the certifie
Go to Invoices to Client and click Generate Invoice. Pick the accepted schedule. The recommended invoice is the certified amount less retention.
Check the invoice. Works certified, less retention, plus GST. It links back to the claim and the client's schedule.
Check the invoice. Works certified, less retention, plus GST. It links back to the claim and the client's schedule.
Click Issue Invoice. With Xero connected, the head contract claim goes to Xero as a sales invoice, so your accounts team
Click Issue Invoice. With Xero connected, the head contract claim goes to Xero as a sales invoice, so your accounts team doesn't key it in again.
Want Xero's own invoice numbers? Under Admin, Finance, Finance Integrations, turn on Pull Xero Invoice Number. Otherwise
Want Xero's own invoice numbers? Under Admin, Finance, Finance Integrations, turn on Pull Xero Invoice Number. Otherwise the claim ID is sent as the invoice number.

Common questions

My claim went to the wrong approver.

Check the project's Team. If a role in the route is empty on that project, it goes to Highest Authority instead.

My claim went to the wrong approver.
Check the project's Team. If a role in the route is empty on that project, it goes to Highest Authority instead.

There's no workflow for client schedules.

Without one, it falls back to a single workspace admin approval. Set one up under Delegation of Authority, Workflows.

There's no workflow for client schedules.
Without one, it falls back to a single workspace admin approval. Set one up under Delegation of Authority, Workflows.

I can't find the schedule to invoice.

You can only invoice an accepted client schedule. Record the client's schedule, approve it, then accept it.

I can't find the schedule to invoice.
You can only invoice an accepted client schedule. Record the client's schedule, approve it, then accept it.

The invoice number in Xero is the claim ID.

Turn on Pull Xero Invoice Number in Finance Integrations, and Xero numbers it and sends the number back.

The invoice number in Xero is the claim ID.
Turn on Pull Xero Invoice Number in Finance Integrations, and Xero numbers it and sends the number back.

Quick reference

Need a hand? Email help@deepspacegroup.ai

← Provisional Sums: Allowances, Drawdowns and Over-runsBudget and Forecasting →