Progress claim disputes can delay payments, strain relationships, and slow project progress. Disagreements about fair claim value are common. While some stem from genuine differences in interpretation, many arise from unclear records, inconsistent tracking, or missing documentation.
Reducing disputes isn't about being more aggressive during negotiations — it's about improving clarity, consistency, and transparency throughout the claim process.
Here are five practical ways project teams can reduce progress claim disputes.
1. Define a Claim Schedule During Contract Negotiations
Setting expectations from the outset can pay dividends. During the contract stage, Head Contractors and Subcontractors should align on the following where applicable:
- Claim milestones — when subcontractors are eligible to submit claims and the value they are permitted to claim.
- Claim submission format — what items must be included in each claim.
It is best practice to require subcontractors to align their claims with the Claim Schedule included in the contract. In some cases, this schedule may align with the subcontractor's original quote (provided the level of detail meets the Head Contractor's requirements).
Establishing these standards early ensures everyone is working within the same framework.
2. Keep Progress Tracking Consistent and Up to Date
Outdated or inconsistent tracking creates confusion and opens the door to disagreements.
Best practice includes:
- Maintaining a log of each claim submitted, updated at the time of assessment
- Recording when claims are partially or fully rejected, along with the associated SOPA-compliant payment schedule
- Keeping a clear, easily accessible record of previous disagreements to avoid searching through email trails
Tracking claims as they are submitted helps prevent discrepancies from accumulating over time.
3. Document Variations Clearly and Promptly
Variations are one of the most common sources of claim disputes.
To reduce friction:
- Ensure the variation procedure is clearly defined in the subcontract agreement
- Confirm hourly rates for variation work, including plant and equipment where applicable
- Record variations as they arise
- Confirm scope and value in writing before works commence
- Track approval status visibly
- Reflect approved variations in subsequent claims
Clear variation management prevents misunderstandings later in the project.
4. Provide Supporting Evidence With Each Claim
Claims supported by clear documentation are easier to assess and less likely to be challenged.
Useful supporting evidence may include:
- Site or manufacturing photos showing completed work
- Delivery dockets and material records
- Inspection or test reports
- Marked-up drawings
When assessors can verify work quickly, approvals move faster.
5. Resolve Discrepancies Early
Waiting until certification to address inconsistencies increases the likelihood of disputes.
Instead:
- Review claims internally before submission
- Flag discrepancies early
- Communicate clarifications promptly
- Maintain open dialogue between parties
Early resolution reduces pressure at claim assessment time.
Clear Processes Reduce Conflict
Progress claim disputes often stem from uncertainty rather than disagreement. When claim structures are clear, records are current, and documentation is accessible, the assessment process becomes smoother for all parties involved.
Improving clarity and consistency doesn't just reduce disputes — it helps maintain project momentum, protect working relationships, and support timely payment.
How ClaimTrack Can Help
ClaimTrack is designed to address each of these common dispute sources by providing a structured, transparent platform for managing progress claims and variations.
ClaimTrack helps you standardise progress claims:
- Define claim schedules — Set up contract line items and claim milestones during project setup, ensuring all parties work from the same framework from day one.
- Track claims consistently — Maintain a centralised log of all claims, approvals, and rejections with automatic SOPA-compliant payment schedule generation.
- Document variations clearly — Record variations as they arise, track approval status, and automatically reflect approved variations in subsequent claims.
- Support claims with evidence — Upload invoices, photos, and supporting documents directly to each claim for easy verification.
- Resolve discrepancies early — Automated validation checks flag mismatches in bank details, project addresses, and claim allocations before approval.
By standardising the claim process and providing clear documentation trails, ClaimTrack reduces the uncertainty that leads to disputes. Head contractors can review and approve claims faster, while subcontractors benefit from clearer expectations and faster payment cycles.
If you'd like to learn more about how ClaimTrack can help streamline your progress claim management and reduce disputes, click here to see how it works.