Progress Claim Template
On a long job, get paid as you go. A progress claim bills the work completed to date and keeps your exposure small.
What's included
- Bill completed work in stages rather than all at the end
- Show the contract sum, prior claims and amount now due
- Track retention and previously certified amounts
- Keep each claim reconciled to the overall job total
- Reduce the leverage a slow payer has near completion
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Why this template matters
Carrying an entire job's value to a single final invoice is the riskiest way to bill. If the customer delays or disputes at the end, you have already done all the work and spent all the money. Progress claims flip that: you bill the value completed to date at agreed points, so your outstanding exposure stays small and any payment problem surfaces while you still have unfinished work as leverage.
A good progress claim is fully self-reconciling. It restates the contract sum, the total claimed previously, and the amount now due, so the customer can verify the maths in seconds. That transparency removes the most common stalling tactic — querying how a figure was reached — before it can start.
The template
PROGRESS CLAIM No. 3 [Your trading name] ABN: [11 22 333 444] Bill to: [Customer / principal] Project: [Project name / site] Contract ref: C-0099 Invoice number: INV-0099-PC3 Issue date: 14 March 2026 Due date: 28 March 2026 Claim period: to 13 March 2026 ------------------------------------------------------------ Contract sum (ex GST) 100,000.00 Work completed to date (60%) 60,000.00 Less previously claimed (Claims 1–2) -45,000.00 ------------------------------------------------------------ This claim (ex GST) 15,000.00 Less retention (5% of this claim) -750.00 ------------------------------------------------------------ Net this claim (ex GST) 14,250.00 GST (10%) 1,425.00 AMOUNT NOW DUE (inc GST) 15,675.00 ------------------------------------------------------------ Pay by EFT: BSB 000-000 Acc 00000000 Ref: INV-0099-PC3
How to use it
Number your claims sequentially (Claim 1, Claim 2, …) and always show the running picture: contract sum, work completed to date, less previously claimed, equals this claim. The line that prevents arguments is 'less previously claimed' — it proves you are not double-billing and lets the customer reconcile against their own records instantly.
If your contract holds retention (a small percentage withheld until completion or the defects period ends), show it explicitly on each claim and track the running total separately, because you will claim it back at the end. Build the whole staged structure first with the milestone billing schedule so every claim ties back to one agreed contract sum.
Security of payment context
In the building and construction industry, several states (including QLD, NSW, VIC and the ACT) have security-of-payment legislation that governs how progress claims are made and responded to, with strict timeframes. A claim made under that legislation may need specific wording and references. This template is a general commercial layout, not a statutory payment claim.
If you operate in construction and want to claim under security-of-payment rules, confirm the exact requirements and wording for your state before relying on a generic claim — the timeframes and notices are unforgiving and getting them wrong can cost you the protection. This is general business information, not legal advice.
Tips
- Bill the value completed to date, not the whole job at the end.
- Always show contract sum, work to date and 'less previously claimed'.
- Track retention separately so you remember to claim it back.
- Construction claims may need statutory wording — check your state's rules.
FAQ
What is 'retention' on a progress claim?
A small percentage (often around 5%) the customer withholds from each claim until the job — or its defects period — is complete. Show it explicitly and track the running total so you reclaim it later.
How do I avoid double-billing across claims?
Always include a 'less previously claimed' line. Subtracting everything billed in earlier claims from the work-completed total guarantees each claim covers only new value.
Is this a statutory payment claim?
No. This is a general commercial progress claim. Construction security-of-payment claims in QLD, NSW, VIC and the ACT have specific requirements and timeframes — check your state's rules or seek legal advice.
Templates are a head start — not legal advice
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