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Project Schedule and RFF

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PROJECT SCHEDULE AND RFF

Parties and Project Identification

Recitals

WHEREAS, Client has engaged Contractor to perform the services and deliverables described herein for the Project Title stated above; and

WHEREAS, Contractor has submitted this Request for Funds (RFF) seeking milestone-based disbursement of funds to perform the Scope of Work and to complete the Project Schedule identified in this document; and

WHEREAS, the parties desire to record the Project Schedule, funding requests, and the terms under which funds will be disbursed and obligations performed.

Scope of Work

Contractor shall perform the following Scope of Work in accordance with the schedule and payment terms herein. Contractor warrants that work will be performed in a professional manner consistent with industry standards and applicable laws.

Project Schedule and Requested Funding (RFF)

The following table establishes milestones, deliverables, due dates, and the amount requested for each milestone. Payments will be made in accordance with the Payment Terms section after verification of satisfactory completion of each deliverable.

Payment Terms

Client shall disburse funds to Contractor according to milestone acceptance and verification. Payment shall be based on acceptance of completed deliverables set forth in the Project Schedule. All amounts are payable in U.S. dollars unless otherwise agreed in writing.

Term and Termination

This agreement and the obligations established by this RFF commence on and continue until unless earlier terminated in accordance with this section.

Either party may terminate this agreement for convenience upon written notice delivered at least days prior to the effective termination date. Termination for cause may be immediate where a material breach remains uncured after reasonable cure notice.

Confidentiality

Each party shall hold Confidential Information of the other in strict confidence and shall not disclose such information except to employees, agents, or subcontractors who have a need to know and who are bound by confidentiality obligations at least as protective as those herein. Confidential Information does not include information that is or becomes generally available to the public other than through a breach of this agreement, or information lawfully obtained from a third party without restriction.

Representations; Compliance

Each party represents that it has the full corporate right, power and authority to enter into this Project Schedule and RFF and to perform its obligations hereunder. Contractor represents that all work will comply with applicable laws, regulations, and professional standards.

Governing Law

This Project Schedule and RFF shall be governed by and construed in accordance with the laws of the state of without regard to its conflict of laws principles.

Entire Agreement

This document, together with any attachments or referenced exhibits, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior discussions, proposals, or agreements, whether written or oral. Any amendment must be in writing and signed by authorized representatives of both parties.

Certifications and Notices

By submitting this RFF and executing below, Contractor certifies that the information provided is true and accurate to the best of Contractor’s knowledge, that funds requested will be used solely for the Project purposes identified herein, and that Contractor will maintain adequate records to support expenditures and allow reasonable inspection by Client or its designees.

Client - Printed Name:

By:

Date:

Contractor - Printed Name:

By:

Date:

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What the Project Schedule and RFF document is

A Project Schedule and RFF combines a timeline of planned work for a project with a Request for Funds (RFF) used to request payment against completed milestones. The schedule lists tasks, start and finish dates, dependencies, and milestone deliverables; the RFF ties completed activities to invoiced amounts or draw requests. This combined document clarifies when work was performed, what was completed, and why payment is requested, creating a single reference used by project managers, contractors, owners, and fund administrators during project execution and billing.

Why a clear Project Schedule and RFF matters

A well-prepared Project Schedule and RFF reduces disputes, supports timely payments, and provides an auditable trail for fiscal and compliance review.

Why a clear Project Schedule and RFF matters

Who typically prepares and uses this form

Teams that manage delivery, invoicing, or project oversight rely on this document to synchronize work and payments.

  • Project managers and schedulers who track milestones and certifying completion for billing.
  • Contractors and subcontractors who request draws or progress payments tied to completed work.
  • Owners, lenders, and fund administrators who review completion before authorizing funds.

Use it as the single authoritative record for milestone verification and funding authorization.

Core components to include in a professional Project Schedule and RFF

Include schedule details, milestone definitions, percent complete, cost breakdown, attachments for proof, and approval blocks so reviewers can verify work and authorize payment.

Milestones

Clear milestone names, dependencies, and planned completion dates tied to payment triggers and acceptance criteria.

Percent Complete

A numeric or estimated percent complete per task or work package that supports the pro rata request for funds.

Cost Breakdown

Line-item costs or draw amounts associated with each milestone and any retainage or holdbacks.

Supporting Evidence

Photos, inspection reports, delivery receipts, or signed acceptance forms that substantiate the RFF claim.

Approval Blocks

Designated signatory lines for contractor, owner, and fund administrator including printed name, title, and date.

Change Log

A short history of schedule revisions and approved change orders that affect payment or completion.

Step-by-step: preparing and submitting the Project Schedule and RFF

Follow these sequential steps to compile evidence, confirm progress, and route the RFF for approval.

  • 01
    Collect evidence: Gather photos, inspections, and delivery receipts supporting the milestone.
  • 02
    Update schedule: Record actual start/finish dates and percent complete per line item.
  • 03
    Calculate draw: Compute amount requested after retainage and previous payments.
  • 04
    Route for signatures: Send RFF to owner and fund administrator for review and signature.

Configuring an online workflow to collect RFF approvals

Typical online workflow settings reduce manual steps and ensure each approver receives the right documents in order.

Field Configuration
Signing Order Sequential routing: contractor → owner → fund admin
Authentication Email plus optional SMS code or ID verification for high-value draws
Attachments Require photo or PDF proof before signature enabled
Notifications Auto reminders at configurable intervals until signed

Typical approval flow for online RFF submission

A concise workflow ensures each party knows their action and the sequence for funds release.

  • Prepare RFF packet: Assemble schedule, cost breakdown, and supporting evidence
  • Submit electronically: Upload documents and enter key RFF fields for routing
  • Verify completion: Owner or inspector confirms milestone completion and percent complete
  • Authorize payment: Fund administrator signs and records payment authorization

Technical capabilities to support secure eSubmission

Choose a platform that supports secure uploads, reliable audit trails, and flexible signer authentication.

  • Integrations: Salesforce, NetSuite, Microsoft 365, and Procore are common integration targets
  • File formats: PDF, DOCX, and Excel supported for schedules and attachments
  • Authentication: Email, SMS code, or advanced verification options

Common timing and processing expectations

Establish submission cutoffs and reviewer SLAs to prevent funding delays and to coordinate procurement or subcontractor payments.

Submission cutoff:

Set a firm date each month for draw requests to hit accounting cycles

Owner review SLA:

Typical review: 5–10 business days depending on project scale

Fund authorization SLA:

Funds often authorized within 10–15 business days after approval

Dispute window:

Specify a 14–30 day period for questions before funds are released

Record retention trigger:

Retention period begins on approval or final payment date

Key milestones from submission to payment

A sequential milestone view shows major processing stages and expected timing for each.

01

Prepare and submit

Contractor compiles schedule, evidence, and submits the RFF

02

Initial review

Owner checks schedule accuracy and supporting documents

03

Inspection or verification

Field inspection or document verification confirms completion

04

Payment authorization

Fund administrator signs off and initiates payment

Common problems that delay Project Schedule and RFF approval

  • Incomplete supporting evidence such as missing photos or delivery receipts causes manual follow-up and longer review cycles.
  • Mismatched names or contract identifiers between the contract, schedule, and invoice can prevent automated reconciliation.
  • Unclear percent-complete estimates or missing change orders lead reviewers to reject or reduce payment amounts.
  • Incorrect date formats or missing signatures create compliance issues for auditing and may necessitate re-submission.

Security and compliance features to verify

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Detailed timestamps, IP addresses, and action logs
Access Controls: Role-based permissions and SSO/SAML options
HIPAA Support: Business Associate Agreement available when needed
Compliance Certs: SOC 2 Type II and ISO 27001 attestations
Retention Options: Configurable archival and export for legal holds

Risks and potential penalties from incorrect RFF submissions

Payment delays: Missing or incorrect data stalls approvals and cash flow
Reduced payment: Owner may withhold amounts until evidence is provided
Contract disputes: Ambiguous schedules can trigger formal claims or negotiations
Audit exposure: Insufficient records increase risk during financial audits
Regulatory fines: Industry-specific violations may incur penalties
Reputational harm: Repeated errors can damage vendor relationships

How the Project Schedule and RFF differs from a standard invoice

Compare the RFF to an invoice to clarify why both exist and when each is appropriate.

Criteria Project Schedule and RFF Standard Invoice
Purpose certify milestone completion request payment for delivered goods
Supporting evidence detailed schedule and photos delivery ticket or invoice line items
Approval flow multi-party verification typically single-accounting approval
Use case draws, progress payments final billing and simple purchases

Representative eSignature vendor pricing and capabilities

Baseline pricing and capability indicators help you evaluate eSignature providers for Project Schedule and RFF workflows. Pricing shown is plan-level starting rates where available; other feature details vary by vendor and plan.

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 trial, no card Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes (Business Premium) Varies by plan Varies by plan Varies by plan Varies by plan
Audit Trail Yes Varies by plan Varies by plan Varies by plan Varies by plan
HIPAA Compliant Yes (BAA available) Varies by plan Varies by plan Varies by plan Varies by plan
Envelope Cap No envelope cap 100 envelopes/user/year limit Varies by plan Varies by plan Varies by plan

Real-world examples of Project Schedule and RFF usage

These brief case arcs show how organizations use schedules and RFFs to speed funding and improve traceability.

Martin Properties — Construction

A small developer standardized monthly RFFs to match milestone inspections

  • Reduced approval back-and-forth by requiring photos
  • The result was faster disbursement and clearer audit trails for lender reviews.

Xerox — Systems Integration

A large services firm attached schedule exports to each draw request

  • Automated reconciliation with NetSuite cut manual entry
  • This reduced payment reconciliation errors and shortened the cash-to-cash cycle.

Practical tips to speed approval and reduce rework

Adopt consistent formatting and clear evidence requirements to minimize questions and expedite approvals.

Standardize templates
Use a single RFF template with required fields and attachment checklist to avoid missing items.
Define SLAs
Set review and response time targets for owners and fund administrators to reduce bottlenecks.
Use clear IDs
Reference contract numbers and purchase order IDs consistently across schedule and RFF fields.
Keep change log
Record approved schedule revisions and related financial impacts to prevent disputes.

Frequently asked questions about Project Schedule and RFF

Answers to common issues encountered preparing, submitting, or approving Project Schedule and RFF packets.


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