What must be attached to a claim?

Attach invoices, timesheets, certified payroll, approved change orders, and lien waivers where applicable. Missing or unsigned supporting documents are the most common reasons for payment denial or processing delays; keep file names and indexing consistent to speed review.

Can the claimant e-sign the form?

Electronic signatures are valid in most U.S. jurisdictions under ESIGN and UETA when intent, consent, attribution, and retention are met. For consumer-facing claims include consent disclosure. For high-assurance needs, use multi-factor authentication or PKI-based signatures.

How does a claim affect lien rights?

Filing a timely claim and providing required preliminary notices preserves mechanic’s lien rights in many states. Requirements vary by jurisdiction; failure to comply with notice or filing deadlines can bar lien recovery or weaken enforcement against owners or lenders.

Who must sign and certify the claim?

An authorized company representative with knowledge of the claim — typically a project manager, contract administrator, or officer — must sign and date. The signer certifies accuracy under contract terms and may be subject to penalties for false statements.

Is notarization or witness required for this claim?

Notarization is rarely required for routine progress claims but may be specified by contract or state law for sworn statements or affidavits. When notarization is required, remote online notarization may be acceptable if the state permits RON.

How long should I retain signed claims?

Retain originals and signed electronic copies for the active contract term plus at least three years; retain tax and lien-related records up to six years or longer per IRS, HIPAA, or state requirements. Consult counsel for industry-specific mandates.

Electronic Signature
Templates
Miscellaneous
Construction Progress Claim Form

Construction Progress Claim Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

CONSTRUCTION PROGRESS CLAIM FORM

Recitals

WHEREAS the Client and Contractor entered into a written Contract identified as Contract No. dated for construction of the Project described below.

WHEREAS the Contractor has performed Work under the Contract and submits this Progress Claim for payment in accordance with the Contract terms and any applicable schedule of values.

WHEREAS the Claim is made subject to certification by the Contract Administrator and is supported by documentation identified in this form.

Project & Contract Information

Project Name Project Location

Client / Owner

Contractor

Contract Start Date

Estimated Completion Date

Claim Number

Scope of Work (This Claim)

Describe work included in this progress claim

Progress & Financial Summary

Claim Period From: To:

Contract Value (Original) Total Value of Variations Approved to Date Previous Claims Certified (Total) Retention Held to Date Amount Claimed This Period Amount Certified (for payment)

Schedule of Values (Major Categories)

Provide a breakdown of major work categories. Attach additional schedules if necessary.

Category 1 - Description

Category 2 - Description

Additional Categories / Attach schedule

Variations, Adjustments & Deductions

List any approved variations or adjustments relevant to this claim

Attachments

Submit the following supporting documents with this claim (check all that apply):

Invoices for subcontractors / suppliers

Labor timesheets

Photographs of completed work

Variation / change orders

Other (describe below)

Payment Terms

The amount certified for payment is payable in accordance with the Contract. Payment is due within days of the date of certification. Late payments will incur interest at per month on the outstanding balance, calculated daily from the due date until paid.

If amounts are withheld or the Client disputes part of this claim, the Client must issue a written notice of dispute specifying reasons and amounts withheld within days of receipt of this claim.

Term and Termination

The rights and obligations referenced by this claim arise from the underlying Contract which commenced on and remain effective until final completion and final payment, unless earlier terminated in accordance with the Contract.

Either party may terminate the Contract for cause if the other party materially breaches the Contract and fails to cure within days after written notice. Termination procedures and payments on termination are governed by the Contract terms.

Confidentiality

All financial information, backup documentation and any non-public technical data submitted with this claim shall be treated as confidential by the receiving party, disclosed only to persons with a need to know for purposes of evaluation, certification, or payment, and not disclosed to third parties except as required by law or contract.

Governing Law; Entire Agreement

This Progress Claim and any certification or payment arising herefrom shall be governed by the substantive laws of the jurisdiction specified in the Contract. This form, together with the Contract and approved variation orders, constitutes the entire agreement between the parties with respect to progress payments and supersedes prior oral or written statements regarding amounts claimed.

Certification by Claimant

I certify that the work described in this Progress Claim has been performed in accordance with the Contract and that the information and supporting documentation provided with this claim are true, complete, and accurate to the best of my knowledge. All amounts claimed for subcontractors and suppliers are payable and no portion has been previously certified for payment except as shown.

Additional Comments (optional)

Claimant (Printed Name):

Company:

Claimant By:

Title:

Date:

Certifier / Contract Admin (Printed Name):

Organization:

By:

Title:

Date:

What the Construction Progress Claim Form Is

The Construction Progress Claim Form documents work performed and materials supplied during a defined billing period and requests payment under a construction contract. Contractors, subcontractors, and suppliers use it to report percent complete, itemized work categories, retainage withheld, and amounts previously paid. The form typically includes contract identifiers, progress schedule references, change order summaries, and attachments such as invoices, certified payroll, and lien waivers. When accurate and timely, the claim supports payment processing, contract compliance, and, if necessary, notice or lien rights under state mechanic’s lien statutes.

Why the Construction Progress Claim Form Matters

A clear Construction Progress Claim Form speeds payment approvals, documents compliance with contract milestones, and preserves notice and lien rights. Accurate claims reduce payment disputes, improve auditability, and create a consistent record for owners, lenders, and project teams.

Who Completes and Reviews Progress Claims

Contractors, subcontractors, suppliers, owners, and project managers complete Construction Progress Claim Forms to request periodic payment and document progress.

General contractors submit consolidated progress claims and coordinate subcontractor payment distribution.
Subcontractors file individual claims to track billed work, retainage, and change order amounts.
Owners, lenders, and construction managers review claims for milestone compliance and payment authorization.

Authorized signers certify accuracy and submit claims to owners, general contractors, or construction managers for review and payment processing.

Step-by-Step: Preparing and Submitting a Progress Claim

Follow these steps to prepare, certify, and submit a Construction Progress Claim Form so payment processing is consistent and preserves contractual and lien rights.

01

Prepare: Gather contracts, invoices, and change order approvals.
02

Calculate: Compute percent complete, subtotal, retainage, and net due.
03

Attach: Include all supporting documents and signed lien waivers.
04

Submit: Send to owner/pm with certification and proof of delivery.

Typical Submission and Review Workflow

Typical electronic workflow for a Construction Progress Claim Form from preparation to receipt and audit for payment authorization.

Prepare: Complete form and attach evidence.
Send: Deliver via email, portal, or eSignature link.
Authenticate: Use email, SMS, or higher assurance.
Archive: Store signed copy and audit trail.

Configuring an Online Claim Submission Workflow

Set up an online submission flow for claims: add fields, set conditional logic, configure signer roles, and enable notifications for reviewers.

Field	Configuration
Claimant Name	Auto-fill from contract database via integration.
Amount Claimed	Formula field calculates totals automatically.
Supporting Docs	Require attachments before submission to proceed.
Signer Role	Assign roles and enforce signing order.
Notifications	Send email alerts to owner and PM.

Distribution Methods and Platform Integrations

Use email, owner portals, general contractor portals, or an eSignature platform to submit Construction Progress Claim Forms and attachments securely.

File Formats: PDF, DOCX, and image attachments supported.
Integrations: Procore, NetSuite, Google Workspace, Salesforce.
Authentication: Email, SMS, SSO, and MFA options.

Baseline eSignature Vendor Pricing and Feature Comparison

Compare common eSignature vendor features and baseline pricing to assess options for submitting Construction Progress Claim Forms electronically.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Core Sections to Include in a Professional Progress Claim

A professional Construction Progress Claim Form organizes contract references, payment calculations, supporting evidence, and certifications to enable efficient review, accurate accounting, and enforceable payment or lien actions.

Header

Contractor and owner names, contract number, project address, and claim period. Clear header information prevents misrouting and links the claim to the correct contract documents and payment schedule.

Payment Breakdown

Itemize work categories, materials, labor, quantities, unit prices, and subtotals. Show prior payments, current amount claimed, retainage percentage, and net amount requested to clarify remittance calculations.

Percent Complete

State percent complete by work category and overall. Include schedule references or milestone benchmarks used to calculate progress to reduce disputes over earned value and accuracy.

Change Orders

List approved change orders with references to signed change authorizations and dollar impact. Unapproved or disputed changes should be noted separately and excluded from certified amounts.

Retainage

Show retainage withheld per contract terms, calculations used, and any agreed reductions. Clear retainage math avoids reconciliation errors and supports final account settlement and claims.

Certification

Include an authorized signature block with printed name, title, date, and a statement certifying accuracy. Specify any corporate or notarized attestations required by contract or state law.

Essential Fields Checklist

Claimant: Enter claimant's full legal name.

Contract Number: Primary contract or PO identifier.

Project: Project name and full address.

Claim Period: Start and end dates (MM/DD/YYYY).

Amounts: Subtotal, retainage, net due.

Attachments: Invoices, timesheets, waivers, change orders.

Penalties and Risks of Incorrect or Late Claims

Payment Delay: Processing held pending corrections.

Loss of Lien: Failure to preserve notice rights.

Contract Breach: May trigger dispute resolution.

Tax Issues: Incorrect payee info triggers withholding.

Rejection: Claim returned for missing documents.

Legal Exposure: False certification risks penalties.

Common Preparation Errors to Avoid

Incomplete attachments cause most rejections; attach invoices, lien waivers, and approvals and verify signatures to prevent processing delays and disputes over entitlement.
Miscalculated retainage or percent complete often leads to reconciliation issues; use consistent formulas and document assumptions used in earned value computations.
Wrong project or contract number misroutes claims; confirm contract identifiers and cross-reference purchase orders before submission.
Unsigned or improperly authorized signatures invalidate certifications; confirm signer authority and include title or corporate resolution if required by contract.

Best Practices to Improve Accuracy and Speed

Practical tips reduce disputes and accelerate payments; the following best practices improve accuracy, traceability, and timeliness for Construction Progress Claim Forms.

Double-check all identifiers and dates

Verify contract numbers, project address, and claim period against the prime agreement. Small inconsistencies commonly cause routing errors, payment delays, and additional administrative review; maintain a checklist to ensure completeness before submission.

Include complete supporting documentation and references

Attach invoices, approved change orders, timesheets, certified payroll, and signed lien waivers. Index documents by line item and provide cross-references to the schedule of values to speed reviewer verification and reduce follow-up requests.

Use standardized calculation methods and formulas

Apply a documented formula for percent complete, unit costs, and retainage. Store formula templates and audit logs so reviewers can reproduce totals; include rounding rules and currency conventions to avoid misunderstandings.

Track submissions and communications for audit

Record delivery receipts, email confirmations, and platform audit trails. Maintain a log of reviewer comments, dispute notices, and resolution dates to support claims in adjudication, lien defense, or final account reconciliation.

How to Update or Revise a Submitted Claim

If revisions are needed, follow contract change procedures: prepare amendment, obtain approvals, update attachments, and re-certify amounts before resubmission to preserve auditability.

01

Identify:

Document required changes and rationale.

02

Approve:

Obtain written approval per contract.

03

Update:

Revise calculations and attach supporting evidence.

04

Certify:

Authorized signer signs and dates amendments.

05

Notify:

Send revised claim to all stakeholders.

06

Archive:

Keep original and revised versions with audit trail.

Authorized Signers and Their Typical Roles

Project Manager

A project manager typically certifies progress based on site knowledge and schedule control. They verify quantities, work completed, and documented approvals; their signature attests that the reported progress reflects actual work performed under the contract and is ready for payment processing.

Contract Administrator

A contract administrator or estimator reviews calculations, change orders, and billing continuity. Responsible for reconciling the claim with the schedule of values and prior payments, they ensure contractual compliance and coordinate dispute resolution before invoices proceed to accounting.

Key Milestones and Processing Stages

Track milestones from claim preparation through payment; each stage has specific reviewer actions, response windows, and evidentiary expectations.

01

Claim Preparation

Compile documents and perform calculations before authorized signature.

02

Submission

Deliver claim with proof of transmission or portal receipt.

03

Review & Dispute

Owner or PM examines claim, requests clarifications.

04

Payment Issued

Accounting issues payment or provides formal rejection notice.

FAQs — Common Questions About Construction Progress Claim Forms

Answers to frequent questions about completing, submitting, and enforcing Construction Progress Claim Forms, with practical guidance on signatures, supporting evidence, and timing.

Need help? Contact support

What must be attached to a claim?
Attach invoices, timesheets, certified payroll, approved change orders, and lien waivers where applicable. Missing or unsigned supporting documents are the most common reasons for payment denial or processing delays; keep file names and indexing consistent to speed review.
Can the claimant e-sign the form?
Electronic signatures are valid in most U.S. jurisdictions under ESIGN and UETA when intent, consent, attribution, and retention are met. For consumer-facing claims include consent disclosure. For high-assurance needs, use multi-factor authentication or PKI-based signatures.
How does a claim affect lien rights?
Filing a timely claim and providing required preliminary notices preserves mechanic’s lien rights in many states. Requirements vary by jurisdiction; failure to comply with notice or filing deadlines can bar lien recovery or weaken enforcement against owners or lenders.
Who must sign and certify the claim?
An authorized company representative with knowledge of the claim — typically a project manager, contract administrator, or officer — must sign and date. The signer certifies accuracy under contract terms and may be subject to penalties for false statements.
Is notarization or witness required for this claim?
Notarization is rarely required for routine progress claims but may be specified by contract or state law for sworn statements or affidavits. When notarization is required, remote online notarization may be acceptable if the state permits RON.
How long should I retain signed claims?
Retain originals and signed electronic copies for the active contract term plus at least three years; retain tax and lien-related records up to six years or longer per IRS, HIPAA, or state requirements. Consult counsel for industry-specific mandates.

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