Progress Claim and Milestone Approval Workflow

How do I set up this workflow for my team?

Publish the template to your workspace and it's ready to run straight away, no installation or development project needed. You'll want to assign your project manager and accounts staff as members so tasks route to the right people. The public request form and client emails work immediately, so you can start capturing claims right away.

How long does it take to get this running?

Since it's a ready-to-use template, a workspace can publish it and start accepting progress claims in minutes. There's no setup delay waiting on developers or IT. Most of the initial work is just deciding who handles PM review and accounts tasks.

Who needs to be involved in this process?

A project manager checks each claim against on-site progress and later handles any client disputes. Someone in accounts issues the invoice once a claim is approved. Claimants and clients take part through the public request form and emailed forms, without needing an account.

What happens when the PM requests changes to a claim?

The claim status moves to Revising and the claimant gets a task to update their work completed, percentage complete and claim amount. Once submitted, the claim percentage is recalculated and the workflow sends it straight back into PM review. This loop repeats until the PM approves the claim.

How does the client dispute process work?

If the client disputes a claim, the status changes to Disputed and the PM gets a task to respond and agree a revised claim amount with the client. The updated amount is saved, the claim percentage is recalculated, and the claim goes back to the client for another decision. This continues until the client approves the claim.

Can I customise the fields on the request form or the tasks?

Yes. You can describe the change you want in plain English, or edit the workflow's steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can review what changed.

How do claimants and clients submit or respond to claims without a login?

Claimants submit their initial progress claim through a public request form. Clients receive an emailed form asking them to Approve or Dispute the claim with comments. Neither party needs an account to take part.

What gets recorded on the claim once it's approved?

The record's timeline captures the PM's decisions and comments, any revisions, the client's decision, and any dispute responses and agreed amounts. The status updates to Approved, and the record keeps this full history. Each business should confirm this level of record-keeping meets its own requirements.

Does approving a claim automatically create an invoice?

Approval triggers a task for accounts to issue the invoice for the approved claim amount, and the workflow doesn't wait for that task to finish before moving on. The invoice number entered on that task is kept with the task itself, visible in the record's task list. A workspace can connect Stripe if it wants to add online payment collection to this workflow.

Can I see the status of all progress claims at a glance?

Yes. Each claim is a record with a reference number, a status such as Internal Review, Revising, Awaiting Client, Disputed or Approved, and a timeline of activity. Table views and dashboards let you see records grouped by status across your workspace.