Progress claim assessment report software
Each month the builder submits a payment claim and the lender’s quantity surveyor inspects to certify how much of it the work on site supports. The report recommends a drawdown amount, and anything claimed ahead of physical progress is held back. Because the visit repeats monthly on the same project, the risk is in carrying last month’s numbers forward without checking them.
Built for lenders running teams of roughly 3–50 inspectors.
Sample Progress claim report
An illustrative excerpt. The site, readings and findings are fictional; the layout is yours to set.
Progress claim report
Claim 7 — Assessment summary
- Project
- Example Street mixed-use (fictional)
- Claim period
- to 31 January 2026
- Amount claimed
- $412,600 excl. GST
| Item | Claimed vs assessed | Result |
|---|---|---|
| Level 3 slab | $118,000 claimed · $118,000 assessed | Result: Supported |
| Facade panels | $96,400 claimed · $41,000 assessed — panels delivered, not installed | Result: Reduced |
| Variation 12 — added hob | $14,200 claimed · no approved variation sighted | Result: Held |
| Retention | 5% to practical completion | Result: Applied |
Fields captured on site
Your firm builds the form in-app, so these are a starting point rather than a fixed schema. Every field is captured on the device, with or without signal, and lands in the progress claim report where your template puts it.
Per claim line
- Trade or contract item
- Previously certified
- Claimed this period
- Assessed this period
- Reason for any reduction
Variations
- Variation number and description
- Approved by the principal (yes / no)
- Amount
Site
- Progress photographs
- Materials on site but not installed
- Programme status against the baseline
Standards the report works to
- AS 4000-1997General conditions of contract
- Sets out payment claims, variations and retention for contracts on this form.
- Building and Construction Industry Security of Payment Act 1999 (NSW)Building and Construction Industry Security of Payment Act 1999
- The statutory payment-claim regime in NSW; other states have their own security of payment Acts.
Load the standards you hold into your reference library and the drafted prose is written against them rather than against a general model.
How the progress claim report gets built
Capture it once, offline
Your firm builds the quantity surveying progress claim form in-app — 25 field types, nesting repeatable groups, compound AND/OR visibility rules, reusable modules and calculated fields. Field capture works with no signal: jobs, forms, photos, notes and audio all queue in an idempotent outbox that only clears once the server confirms receipt.
Link it to your the subject property and its improvements
Enter the subject property and its improvements once, as a register. Every one of your comparable sales and adjustment lines then points at a stored row rather than a name somebody typed — and the links survive a disconnected device.
Render your own template
The progress claim report renders into the Word template you already use — your letterhead, your section order, your clause library — with conditionals, loops over repeats, composable sub-templates and photo grids.
Reviewed before it leaves
You write the review framework: a checklist of what a progress claim report must contain, plus the prose standards you would mark a junior against. Link it to a report template and it runs every time that template renders. Each finding comes back graded info, minor or major, quoting the sentence at fault, and a person accepts or dismisses every one.
Because the structured submission behind the report is held too, the review is a comparison rather than a proofread: The report describes a four-bedroom dwelling; the inspection form recorded three.
Checks a valuation framework usually carries
- Every section the panel instruction requires appears, in the required order
- Each adjustment traces to a comparable that is listed in the evidence
- The reconciliation supports the figure actually adopted
- Instruction basis, assumptions and disclaimers are stated in full
Questions
- Can the form total what is being recommended?
- Calculated fields can sum the assessed column, deduct retention and give the recommended drawdown, so the summary figure always matches the claim lines.
- Will the report explain every reduced line?
- A visibility rule can require a reason whenever the assessed figure is below the claimed one, and the template prints those reasons beside the line.
- Can unapproved variations be held automatically?
- If the form records a variation as not approved, a template conditional can exclude it from the recommended amount and list it under items held.
What this is not
Worth knowing before you book a demo, so neither of us wastes the half hour.
- Not field-service dispatch. No timesheets, no parts, no inventory. Scheduling exists to get an inspector to a site.
- No signature capture. If your deliverable has to carry a signed sign-off on the artefact itself, this is not the tool yet.
- Field capture is what works offline — jobs, forms, photos, notes and audio. Reports, chat, scheduling and the inbox need a connection.
- No client portal. Reports go out as a file or a password-protected link.
Other valuation work we cover
- Residential property valuationsValuation report
- Rural property valuationsRural valuation report
- Stamp duty valuationsDuty valuation report
- Tax depreciation inspectionsDepreciation schedule
- Antique and collectable appraisalsAppraisal report
- Business asset valuationsAsset valuation report
- Commercial property valuationsCommercial valuation report
- Construction cost to completeCost to complete report
Other disciplines
Rebuild your progress claim report in SurveyThanks
Bring the Word template you already send clients. If you are coming off another field-forms tool, a filled report can be uploaded, read field by field, and re-rendered into your template.