Head Contractor Claim Cycle Process

Head Contractors use the system to manage each claim cycle, from receiving progress claims through to issuing payments.

Although the claims process will vary between organisations, projects, and sometimes from period to period, it will always follow the same outline.

  1. Open a claims period to set the parameters for the period such as due dates, and send invitations to claim to selected Subcontractors.
    See Initiate Period.
  2. If Subcontractors have submitted variations, assess the variations. Variations that are being paid against also need to be added into your accounting package.
    See Creating a Subcontract Variation for Head Contractors.
  3. Closing the claim period prevents additional Subcontractors for submitting claims beyond the due date.
    See Close Period.
  4. Assess submitted progress claims, and make any modifications prior to signing off on the Payment Schedule.
    See Manage Claims.
  5. Create a client claim or generate a period summary, depending on whether or not you are using the system to generate your Head Contract progress claims.
    See Recording Progress for Head Contractors and Reviewing your Billing and Proceeding to Signing.
    • Create Client Claim—When generating client claims, this step consists of entering claimed amounts and signing off on the progress claim document.
    • Generate Period Summary—When managing client claims externally, project teams generate a Period Summary document. This is often used as a final level of approval prior to payments.
  6. Review compliance to ensure that Subcontractors (and Sub-Tiers where applicable) have submitted full and correct copies of any legal documents required prior to payment.
    See Compliance Requirement Status.
  7. Some organisations require an additional user to authorise payments prior to releasing funds. This ensures that claims are not sent for payment prior to confirming all compliance holds have been managed.
    See Authorise Payments.
  8. Once payments are approved and authorised (where applicable), they are eligible to be disbursed. For organisations making payments out of an accounting system, these payments should still be marked as paid.
    See Managing Disbursements Overview.

    Note: Marking payments as being paid sends a notification to subcontractors.