Progress Payment Tracking System
The Problem & Solution
Monthly progress payment processes at construction firms require dozens of separate Excel files, long email chains, and error-prone manual calculations. The lack of coordination between accounting, field teams, and management leads to delays, duplicated work, and occasional disputes. Both client satisfaction and cash flow suffer as a result.
The system we built for our client brought the entire progress payment workflow under one screen. Contract details, work items, and completion data are processed automatically; calculations update instantly, and approval notifications go out to the right people without any manual effort. The result: 12 hours saved per week, zero calculation errors, and approval cycle time cut from 3 days to 4 hours.
What We Built
Automatic Calculation
Payment amounts calculate instantly based on quantity and unit price inputs. VAT, withholding and deductions are baked into formulas — manual errors drop to zero.
Status Tracking
"Prepared → Approved → Paid" workflow for every payment claim. Who approved it and when? Overdue steps surface automatically with color coding.
One-Click Reports
Monthly summary PDF for management, detailed Excel export for accounting — single button, zero manual formatting.
Email Integration
Automatic notifications sent to relevant stakeholders when a payment claim awaits approval. No one can say "I forgot."
Tools Used
Visuals
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How Does It Work?
Watch the demo video to see the system in action.
Demo video coming soon