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AI agent · Projects and progress claims

Progress claim agent: prepares progress claims from site updates

The progress claim agent pulls together the month's site updates, approved variations and the contract's retention terms, and prepares the progress claim with the working shown for every item. The project manager checks the quantities, the commercial manager checks the amounts, and only then is the claim submitted.

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Progress claim agentWaiting for you

Progress claim 4, project P-031 (office fit-out)

Work done to date (3 items)
S$243,000.00
Approved variation VO-02
S$12,000.00
Less retention at 5%
(S$12,750.00)
Less certified in claims 1 to 3
(S$180,500.00)
This claim before GST
S$61,750.00
GST 9%
S$5,557.50
Claim 4 total
S$67,307.50

Partitions 75%, M&E first fix 50%, flooring 20% (up from 0%, with 2 site photos). VO-05 is not approved yet, so it is listed but not claimed.

RejectEditApprove

Sample data. Harbourline Build Pte Ltd is not a real company.

The job

What it does, and what it never does

What it does

  1. 1Reads progress for each item in the schedule of values from your site team's updates.
  2. 2Adds approved variations, and lists pending ones separately without claiming them.
  3. 3Applies retention and deducts amounts already certified.
  4. 4Adds GST at 9% and attaches the photos and notes behind each figure.
  5. 5Flags big jumps in progress that have no photo or note.

What it never does

  • Submit a claim
  • Claim a variation that is not approved
  • Change the contract sum or the schedule of values
  • Claim more than 100% of an item

Progress claim agent

Spec sheet
Job
Prepares progress claims from site updates.
Module
Projects and progress claims
Starts when
The claim date for a project comes round.
Default control
Draft for approval
Approved by
The project manager checks quantities, then the commercial manager checks amounts.
Always a person
A claim goes to your client or main contractor, so submitting it always stops at a person.
Logged
Every draft, edit and approval, in your own system.
Off switch
Yes. Switch it off and the work goes back to your team.

Trigger

When it starts

The claim date for a project comes round.
  • The monthly cut-off date set for each contract.
  • The project manager asks for a draft before the cut-off.
  • A certified amount comes back different from the claim, for the next claim to pick up.

Data

What it reads and what it writes

Least access: the progress claim agent reads only the records this job needs, and it writes only drafts. Some things it never touches, whatever the settings.

Access is set per agent in the system we build, so you can see exactly what it can reach. Changing it goes through the same tests and review as any other release.

Access

  • Reads
  • Drafts
  • Never

  • Contract sum and schedule of values

    Per project

    Reads

  • Site progress updates and photos

    From your site team

    Reads

  • Variations and their status

    Approved and pending

    Reads

  • Past claims and certified amounts

    To work out this claim

    Reads

  • Progress claims

    Drafts only

    Drafts

  • Contract values

    A person changes these

    Never

  • Submitting to the client

    Always a person

    Never

Control level

Draft for approval by default, with limits you set

A claim goes to your client or main contractor, so submitting it always stops at a person.
  1. Level 1

    Suggest

    The agent recommends. A person does the work.

  2. Level 2 Default

    Draft for approval

    The agent prepares the record and waits. Nothing changes until a person approves. This is the default.

  3. Level 3

    Act within limits

    Opt in per action, under a S$ limit you set. Payments, deletions and messages to customers or suppliers always stop at a person.

    For the progress claim agent

    Off for claims. A claim goes to your client or main contractor, so submitting it always waits for a person.

Sample data. Harbourline Build Pte Ltd is not a real company.

Always stops at a person, at every level

Payments, deletions, and messages to customers or suppliers. No setting turns this off.

Limits you can set

Set in the scoping call, changed whenever you need, and logged when they change.

  • Evidence rule

    Progress above a percentage you set needs a photo or a note before it can be claimed.

  • Jump check

    An item that moves more than a set amount in one month is flagged for the project manager.

  • Two approvers

    One person for quantities, another for amounts. You choose who.

  • Approval by value

    Claims above a S$ amount also go to a director.

Approval

The approval step

The project manager checks quantities, then the commercial manager checks amounts.

What the approver sees

  • Each item with progress to date, the last claim and this claim
  • The site updates and photos behind each figure
  • Approved variations claimed, and pending ones listed but not claimed
  • Retention, amounts already certified, and GST

After approval

Once both have approved, the claim is saved as a numbered version and is ready for the commercial manager to submit. The certified amount is recorded when it comes back.

What each choice does

  • Approve

    The change is made exactly as drafted, and the approval is logged with your name and the time.

  • Edit, then approve

    Your changes are logged as yours, next to what the agent first drafted.

  • Reject

    Nothing changes. The draft and your reason stay in the log.

Log

What is logged

Every step is recorded in your own system, with who proposed it, who approved it and what changed. For the progress claim agent, that means:

  • The site updates and photos it used
  • The calculation for every item
  • Each version of the draft
  • Both approvals, with names and times
  • The version submitted, and the amount certified
action_log1 entry
event
claim.approved
record
Claim 4, project P-031
inputs
4 site updates, 2 photo sets, VO-02
prepared_by
Progress claim agent, Mon 08:00
approved_by
Project manager 10:20, commercial manager 15:05
not_claimed
VO-05, pending approval
total
S$67,307.50 incl. GST

Sample data. Harbourline Build Pte Ltd is not a real company.

Testing

How it is tested before go-live

The progress claim agent goes live only after it has been run against agreed cases and you have signed it off.
  1. 1

    We agree the cases with you

    The everyday cases, plus the awkward ones your team already knows about.

  2. 2

    It runs on a test copy

    On sample data or a test copy of your system, never on your live records.

  3. 3

    Two people check it

    Our tester runs the test plan. Our ERP controller checks the business rules: prices, GST, tolerances and who approves what.

  4. 4

    The release is reviewed

    Lester Law, our founder, runs the AI coding agents and reviews every release before it reaches you.

  5. 5

    You sign off

    You check the results against the agreed cases. It goes live when you are satisfied.

Cases in the test plan

Each one is run and checked before go-live, with your own cases added.

  • Item completed this month
  • Approved variation added mid-month
  • Pending variation that must not be claimed
  • Retention terms from the contract
  • Progress jump with no photo or note
  • Certified amount lower than last month's claim

Sample run

A sample run, start to finish

One run on sample data, as it appears in the activity log. The draft itself is shown at the top of this page.

  1. Fri 17:30 · Site supervisor

    Weekly update for P-031: partitions 75%, M&E first fix 50%, flooring 20%. Photos attached.

  2. Mon 08:00 · Progress claim agent

    Claim 4 cut-off for P-031. Read 4 site updates and 2 photo sets. Drafted claim 4: S$61,750.00 before GST.

  3. Mon 08:01 · Progress claim agent

    VO-05 (S$6,400.00) is still pending. Listed it, not claimed.

  4. Mon 10:20 · Project manager

    Checked quantities against the site photos. Approved.

  5. Mon 15:05 · Commercial manager

    Checked retention and VO-02. Approved claim 4 for submission.

Sample data. Harbourline Build Pte Ltd is not a real company.

What to notice

  • The agent prepares and explains. It does not decide.
  • A named role approves, edits or holds, and that choice is logged.
  • Anything unclear is left for a person rather than guessed.

Where it fits

Part of Projects and progress claims

Start with the progress claim agent on the tools you run today, or inside our project and progress claim software, one part of the AI ERP we build.

Module

Projects and progress claims

Budgets, variations, progress claims and subcontractor payments by project.

Learn more about Projects and progress claims

Industry

Construction and engineering

Progress claims, variations, site requests and subcontractor payments.

Learn more about Construction and engineering

Same module

Document intake agent

Turns emails, PDFs and photos into records.

Learn more about Document intake agent

Other agents

Price

The progress claim agent on your data, as a quick build from S$15k

2 to 3 days of build. You own the code, with no per-user licence fees. After go-live, Run (hosting, support, AI usage) and Evolve (monthly build capacity) are priced in the phase plan.

Book a scoping call See pricing

FAQ

Questions about the progress claim agent

Does it submit claims for us?

+
No. It prepares the claim and waits. The project manager and the commercial manager approve it, and a person submits it.

Where do the site updates come from?

+
From the updates your site team records in the system, and from photos and notes sent in through the document intake agent. The draft shows which update each figure came from.

How does it treat variations?

+
Approved variations are claimed. Pending ones are listed on the draft so nothing is forgotten, but they are not claimed until approved.

Does it handle retention?

+
Yes, using the retention terms you set for each contract, and it deducts amounts already certified. The working is shown on the draft.

Could it overclaim?

+
It cannot claim more than 100% of an item, and big jumps without a photo or note are flagged for the project manager. The two approvals are there to catch the rest.

Does it work for subcontractors as well as main contractors?

+
It works from a contract sum and a schedule of values, which most claim formats share. We go through your claim format in the scoping call.

See the progress claim agent on your kind of data.

Bring one workflow that hurts. In 30 minutes we show you how it would run as an approval queue on sample data, and what a quick build would cost.

Book a scoping call See pricing