Progress claims | General explanation

Jump straight to the section about:

• the overview screen of the progress claims
• how do I create a new progress claim?
• the general structure of the progress claim
• adjusting the progress claim lines
• adding extra lines and items (e.g. a change order, a second quotation, a work order, an order)
• progress claim, absence statement, price revision
• sending a progress claim
• invoicing a progress claim
• drawing up the next progress claim

Overview screen

You can adjust the overview of the progress claims via the settings: which columns do you want, in which order, and which quick filters? In addition, every user can create their own overviews and personalise them.
From the overview screen you can make bulk changes to several progress claims at once.
Progress claims can be deleted, archived or locked via the action buttons at the top, and they can be exported to Excel.

Creating a new progress claim

A progress claim always starts from a project. You can create a new progress claim in two ways:

• either from the overview, by clicking the '+ Add' action button at the top
• or from a project > insights > overview > progress claims, by clicking '+'

In both cases you are then asked which quotation the progress claim should be based on. The quotations that are active on the project are selected by default, others are not. You can select several quotations to convert them into a single progress claim.

General structure of the progress claim

Progress claim details

Tabs and extra fields

Just as in the other modules in Robaws, on a progress claim you can also add remarks, files or tasks.
Specific to the progress claim there are two extra tabs: absence and process claim formulas.

You can also create extra fields via the settings to keep track of information about the progress claim.

Adjusting the progress claim lines

Lines of the progress claim

The progress claim immediately contains all the lines taken over from the quotation. You always claim on the top level (the name of the item or the post), not on the underlying calculation detail of a post.

• The 'Predicted' column shows the quantity that was planned on the quotation.
• The 'Previous' column shows the quantity that was already claimed on the previous progress claim(s).

In principle neither quantity can be edited (unless the line is ticked as a change order).

The lines keep the line type of the source (for example the quotation), but you can change this manually. Handy if you still want to check certain lines, for instance.

At the bottom right you see the total amount of the progress claim and the completion percentage.

Entering the completion

• In the 'Current' (quantity) and '% Total' (%) columns you enter the current completion; one field changes automatically along with the other. You can do this manually, line by line.
• You can also enter a percentage for all lines at once via the '%' action button at the top. This only affects the lines that have not yet been edited manually. Afterwards you can still adjust them manually.

The sum of previous + current is shown in the 'Total' column. This is therefore how much of this line has been claimed to date. There is a Total %, a Total (quantity) and a Total € column.
The colour of the Total (quantity) changes as follows:

• if the total is less than predicted: black
• if the total equals predicted: green
• if the total is more than predicted: orange

Prices can be adjusted manually or via a price revision.

Bulk changes

In a progress claim you can carry out various actions in "bulk". To do this, select a number of lines using the checkbox and then right-click. A menu appears in which you can delete or edit the selected lines. Data such as the VAT tariff, allocation key, revision formula and type can be changed in bulk.

Adding extra lines and items

You can add lines to the progress claim manually, but a handier way is to add extra items via the '+ Add' action button at the top.
This lets you add an additional quotation, change order, work order or order to the current progress claim.
Those lines are then placed automatically below the existing progress claim lines, each with a title so that it is clear where they come from.

Base versus change order

On the progress claim you indicate whether the lines belong to the base of the progress claim (e.g. quotation lines, a work order, an order) or whether they are considered a change order. You make this distinction by ticking the 'VR' column or leaving it unticked.
As a result, a 'Base' total amount and a 'Change orders' total amount are created on the pdf and on the invoice.

Lines that are marked as a change order can be edited in full: you can also adjust the predicted and previous quantity (unlike lines that are considered part of the base).

Pdf of the progress claim

At the top you can call up the pdf of the progress claim via the 'pdf' action button. Several documents are ready for use; the progress claim itself is called 'Pdf', and this is the one that is emailed to the customer by default.
The pdf is shown on horizontal background. So make sure this is set up and that the margins are adjusted so that your logo does not run through the progress claim.

The other documents that are available:

• Overview: gives a summary of the progress claim
• Absence: shows the absence days of this progress claim, together with an overview of the planned and remaining execution time
• Pricerevision: shows the detail of the price revision applied to this progress claim
• Claim: shows the amount of this progress claim as a claim

These documents are not dynamic (they cannot be adjusted via the settings).

Sending the progress claim

As with other modules, the progress claim can be emailed from Robaws to the customer or to a construction partner (for example the architect).
To do this, click the 'E-mail' action button at the top and choose one of your email templates. You can adjust these via the settings: choose which text is emailed, and also choose which files are sent along by default.

Via the email template you can ask the customer to sign this progress claim online for approval (copy the link from the quotation email or ask support for the link).
The status of the progress claim then changes automatically to sent, read or approved.

If an e-mail address is filled in on the customer record, it is suggested when you send.
If you want to set per project which email address it has to be sent to, you can define this on the project record under the project details > 'Claim state e-mail to'. Here you can define one or more addresses.

Invoicing the progress claim

The progress claim can easily be converted into an invoice by clicking the '€' action button at the top.
If the progress claim has to be invoiced to several parties, you can use the allocation key.
The progress claim is added to the invoice by default when you email the invoice to the customer.

Invoice type

Depending on the invoice type chosen in the progress claim details, you choose whether the invoice contains a summary of the progress claim or a detailed overview. You can set the most commonly used type via the settings.

1. simple invoice: one line of text is shown on the invoice. If required, you can adjust this text via the settings (a second line is added if a revision formula has been applied to some lines.)

2. detailed invoice: all progress claim lines are shown on the invoice.

Invoice strategy

The invoice can either contain only the amounts of the current progress claim, or the total amount of all progress claims MINUS all amounts already invoiced. That is a cumulative invoice.
Via the settings you determine whether invoices are always Simple or Cumulative, or whether Robaws has to Ask at the moment you invoice a progress claim.
The invoiced amount stays the same; only the presentation is different.

Example: I invoice the current progress claim of €3,195.54. On a previous progress claim, €3,041.04 was already invoiced.
Display of the simple invoice: only the current progress claim is shown

Display of the cumulative invoice: the sum of all progress claims is shown, and the previous invoices are deducted from it

Next progress claim

A progress claim is usually made for a specific period. If not everything has been carried out, a new progress claim is drawn up in the next period.
To do this you go to the project > insights > progress claims > click '+'
Progress claim 2 for this project is then created automatically. It is based on progress claim 1 and states, in the 'Previous' column, the quantities that were already included on the previous progress claim(s).

On this progress claim too you can add extra lines and items (such as a change order, work order, quotation or order). From the moment they are added, they are carried over to all further progress claims.

Updated on: 09/09/2026