Manually add a Subcontractor Payment Claim

Introduction

When your sub contractors make claims to you, these should ideally flow through the designed workflow of the check screen, either arriving directly or being moved over from the invoice check screen. A full guide on this process is available here.
If you have a subcontract claim that you need to enter outside of this process, you can add it manually following the steps below.

Add a Sub Contract claim manually

To add a Claim for a sub contract

• Go to Payment Claims > Sub contracts.
• Select the Sub Contract you want to work on.

In the Edit Sub Contracts screen:

• Go to the Claims tab and click New claim.

In the Create Claim screen:

• Start date & End date: Enter the dates for this claim.

• Reference: Enter your reference for this claim.

• Assigned approver: Select the approver from the dropdown list.

• Invoice due date: Enter the invoice due date.

• Upload Claims document: You must upload a Claims document. This could be the proof of work done or invoice for materials purchased that the Sub contractor is claiming for. We recommend that the file is in PDF format.

• Click Save.

Edit Sub Contract

Now on the Claims tab, you will see the Claim line you have entered.

You can double click on the claim you have created to view and edit the details in the Edit Payable Claim screen. If the attached file is a PDF, it will display on the right side of the screen. If it is a word document, it will download. 

Updating the Lines on the Claim

At this stage, you can either leave the claim as it is, and it will be processed through the sub contract check screen as normal.

Alternatively, you can either update the claimed and approved amounts, shown in the Lines tab, then save the Claim so it will need to be run through the check screen as normal, or you can select Save & Mark as checked from the dropdown arrow beside the Save button, and it will be sent to the assigned first approver to be approved.

Last updated: 20 December 2023