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Builder Progress Claims Excel - Free Template
Register progress claims, GST, retention, variations and payment dates for Australian building jobs.
This builder progress claims Excel template tracks each claim on a job, including contract value, progress percentage, variations, retention, GST 10% and payment due dates. It gives you a simple register plus a dashboard and instructions sheet.
Use it when you need to price up a claim, check what has already been billed, and keep the paperwork straight for the client or principal. The workbook is set up for Australian building jobs, so you can see each claim amount, the retention held and the total owing at a glance.
It suits a sole trader, a small builder, a contract administrator or a bookkeeper chasing the numbers before the next pay cycle. If you are trying to stop under-claiming by $2,500 on a $50,000 stage or missing a 30-day due date, this keeps it tidy.
The key benefits of this Excel template
- Tracks claim number, project name and contract value in one place so you can see the job status without digging through emails.
- Calculates GST at 10% on each claim, which helps you separate the taxable amount from the amount owing.
- Shows retention as both a percentage and a dollar value, so you can see exactly what is being held back.
- Includes variation and extra works fields, which is handy when the scope shifts after the original quote is signed.
- Records claim period start and end dates plus payment due date, so you can follow up overdue money before it drags on.
- Uses a summary dashboard to give a quick view of total claims, totals collected and what is still outstanding.
- Keeps notes beside each claim, which is useful when the principal queries a stage or the certifier asks for backup.
Step-by-step guide
- Open the Progress Claims sheet and enter the job details for each claim. Start with the claim number, project name, client, ABN and contract number.
- Fill in the claim period, progress percentage and previous claim value. The sheet is built to help you work out what belongs on the current claim.
- Enter any variation or extra works amount. If the site has changed scope, put the extra dollars here instead of hiding them in the main claim.
- Add the retention percentage and check the GST amount. For a $20,000 claim, 10% GST adds $2,000 before you look at retention.
- Set the payment due date and update the status as paid, pending or overdue. That gives you a simple receivables list to chase.
- Review the Summary Dashboard for a snapshot of total claim value, GST, retention held and the spread of claim status across the workbook.
- Use the Instructions sheet when handing the file to someone else, or when you want to keep the same process for every job and every progress claim.
What is included
One register for all claims on multiple jobs, with clear columns for contract, site and client details.
Built-in GST 10% field so you can keep the tax component separate from the net claim value.
Retention tracking in percentage and dollar terms, which helps on contracts where 5% or 10% is held back.
Variation / extra works column for approved changes, so the claim reflects the real scope on site.
Payment due date and status columns to support follow-up on progress payments and overdue amounts.
Summary Dashboard sheet for a fast read on totals, outstanding claims and claim timing.
Instructions sheet to show the workflow, so a site admin or office manager can use the file without guessing.
Who uses a builder progress claims spreadsheet in Australia
This kind of spreadsheet suits builders, subcontractors, contract administrators and bookkeepers who need a clean way to prepare and track stage claims. You will usually open it at the end of a week on site, after a progress inspection, or just before a monthly invoicing run.
For a small builder with 4 workers on a bathroom renovation, one claim might cover demolition, waterproofing and fit-off, while the next claim adds a $7,500 variation for extra tiling. For a job with a $120,000 contract, the difference between claiming 40% and 45% is $6,000 before GST, so a simple register stops you guessing.
On a job site or back in the office
The person using it is often the one who has the best view of the job and the cash flow. A sole trader builder might do the numbers on Friday afternoon, while a small Pty Ltd office manager may use it to brief the accountant and keep the principal’s paperwork straight.
When the claim comes around again
The pressure point is usually the pay cycle or the end of a claim period. If you are billing every 14 or 30 days, the sheet gives you a repeatable format instead of building each claim from scratch.
Why the numbers matter on building work
Claiming too little hurts cash flow, and claiming too much creates awkward conversations and rework. On a $50,000 claim, a 5% retention means $2,500 is held back, so you want the sheet to show that clearly before the invoice goes out.
What the ATO expects on building claims and invoices
For Australian work, the ATO expects your tax invoices to show the supplier identity, ABN, invoice date, the words Tax Invoice, a clear description of the supply and GST shown separately when the invoice is over $82.50. This template gives you the fields you need to capture the claim properly before it is turned into an invoice.
GST is 10% on taxable building work, so a $18,000 claim normally carries $1,800 GST and a total invoice of $19,800. If you are registered for GST, you need the right split between the taxable amount and the tax amount so your BAS lines up.
GST, BAS and the claim cycle
Most small businesses lodge BAS quarterly, while larger ones can lodge monthly once turnover is above $20 million. If you are on a quarterly cycle, the claim register helps you keep the date ranges tidy so you do not miss a claim in the wrong period.
Retention, variations and payment terms
Retention is common on building jobs, and many contracts hold back 5% until practical completion or defects liability expiry. A $40,000 stage with 5% retention means $2,000 is withheld, so you need to show the held amount, not just the headline claim.
Records and keeping them straight
The ATO record-keeping rule is 5 years, so keep the claims, variations, payment dates and notes together rather than scattered across inboxes and notebooks. If the job later turns into a dispute, having the dates, values and claim sequence in one workbook saves a lot of grief.
Where progress claims go wrong and what it costs
The biggest mess is usually under-claiming or forgetting approved variations. If you miss a $3,200 extra works item on a $28,000 stage, that is real cash you have let sit in the client’s account until the next claim goes out.
Retention mistakes
Another common problem is calculating retention on the wrong base. If you take 5% from the GST-inclusive total instead of the net contract amount, a $22,000 stage turns into a retention error of $110, and those errors add up over 10 claims.
Dates that slide and claims that stall
Payment due dates get missed when someone files the invoice but does not track the follow-up. On a 30-day payment term, a late claim on five jobs can leave tens of thousands locked up for another fortnight, which is exactly when wages, fuel and supplier bills still need to be paid.
Bad paperwork creates disputes
If the progress percentage, claim period and variation notes are inconsistent, the principal may hold the claim while they ask for backup. That can mean a week lost on a $60,000 stage claim, which is plenty of pain when the payroll is due and the concrete supplier wants their money.
How to turn claims into a weekly routine
The easiest way to keep this workbook alive is to tie it to the same event every week, such as Friday site review or the invoice run. If you update it at the same time you review labour, materials and supplier bills, it becomes part of the job instead of an extra chore.
Simple habits that save time
- Copy the last claim line for the same job and change only the dates, progress percentage and dollars.
- Use the status column every time so you can see paid, pending and overdue claims without reopening old emails.
- Keep the variation amount in the same place on every row, so nobody has to hunt for it when the claim is being checked.
- Review the dashboard before you send the next invoice run, especially if you have 3 or 4 jobs moving at once.
When spreadsheet work stops being enough
If you are running dozens of claims across multiple sites, or you need live job costing and approvals, you will eventually outgrow a workbook. That is the point where Xero, MYOB or a proper construction system starts to make more sense.
Frequently asked questions about this template
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File format
Excel (.xlsx)
Compatible software
Excel, Google Sheets, LibreOffice
Price
Free