Quick Start Guide

Get up and running with ClaimTrack in minutes. Follow these essential steps to start managing your construction progress claims.

1

Set Up

Project & Contract

2

Create

Your First Claim

3

Upload

Invoice & Documents

4

Certify

Finalise the claim.

1

Set Up Your Project & Contract

Create your first project and contract to get started

Create a Project

  1. Navigate to the Contracts page
  2. Click "New Project"
  3. Enter project name and address
  4. Set commencement and completion dates
  5. Click "Create Project"

Create a Contract

  1. Navigate to the Contracts page
  2. Select your project from the dropdown
  3. Click "New Contract"
  4. Fill in contract details across the following sections:
    General: Contract number, title, subcontractor or head contractor selection, project assignment, commencement and completion dates, and reference date under the SOPA Act
    Terms & Conditions: Payment terms, retention settings (percentage per claim and maximum limit), and liquidated damages if applicable
    Handover Requirements: Define what documents or information are required at project completion (optional)
    Progress Claim Attachments: Specify what documents must be submitted with each claim (invoice is always required; you can add compliance certificates, supporting documents, progress photos, etc.)
  5. Click "Create Contract"

Add Line Items

Line items represent the contract scope of works. These items will be claimed against as the contract is carried out.

Enter Line Items: Add item names and values to represent each part of the work
Group Items: Press the select button in the toolbar, tick the items to group, and click group. A group title can then be entered
Organise: Use groups to organise related items together (e.g., all excavation work under "Excavation")
Use in Claims: When creating claims, you'll allocate amounts against these line items

Important: Line items and values cannot be edited after the first claim is processed (approved or rejected). Make sure all line items and values are correct before submitting your first claim.

2

Create Your First Claim

Start a new payment claim against your contract

  1. Open your contract from the Contracts page
  2. Click the "Submit next claim" button under the progress & metrics section
  3. Enter a claim number (a suggested number is provided)
  4. Set the claim date, which should be the date the claim was received for the purpose of Security of Payments Act
  5. Click "Create Claim"

Note: The claim will open in draft status, allowing you to work on it before submission.

3

Upload Invoice & Documents

Two ways to allocate claim values

Method 1: Upload Documentation

Recommended if you have the invoice ready to upload.

  1. Navigate to the "Documents" section in your claim
  2. Upload your invoice (PDF or image)
  3. ClaimTrack automatically extracts:
    • Line items and amounts
    • Company details
    • Payment information
  4. Review and adjust the extracted data if needed
  5. Upload any required compliance or supporting documents

Tip: This section can be accessed again by clicking on the attachments button on the claim page.

Method 2: Allocate Claim Values (manual entry)

  1. This will take you directly to the payment schedule page
  2. You can enter dollar values or percentages in "This Claim" or "Claimed to Date". Percentages are calculated against the total line item value.
  3. Totals are calculated automatically. Retention will also be calculated if applicable.
  4. Upload required documents separately

Pro Tip: You can combine both methods—upload documents for automatic extraction, then fine-tune amounts manually.

4

Certify the Claim

Review and approve, partially approve, or reject the claim

As an approver, you can review and process submitted claims. To approve a claim:

  1. Click the button in the bottom right corner of the claim page to approve, partially approve, or reject the claim
  2. A review dialog will open where you can:
    • Review all claim values and line items
    • Review all attached documents
    • Adjust email notification settings (available users are determined by the contacts set up in contract settings)
  3. If not approving in full, you must add a comment explaining the decision. This comment will be displayed in the payment schedule
  4. Choose how to finalise:
    • Finalise and Send: Approve the claim and send email notifications with the payment schedule
    • Finalise Only: Approve the claim without sending emails (use the dropdown menu if sending is not required)

What Happens After Approval?

When you finalise the claim, ClaimTrack automatically generates a SOPA-compliant payment schedule. If you choose to send, email notifications are sent to all parties with the payment schedule attached. The claim status is updated and all parties are notified of the outcome.

Quick Tips

Use the Directory

Add subcontractors and suppliers to your directory for quick selection when creating contracts.

Invoice Queue

Upload invoices to the queue first, then assign them to contracts and claims when ready.

Invite Team Members

Invite subcontractors and team members to contracts for seamless collaboration.

Track Everything

Use the dashboard to monitor overdue claims, recent activity, and project statistics.

What's Next?

Read the full user guide to learn more about all ClaimTrack features.

Read the Complete User Guide

Contact Support

Need assistance? Get in touch with our support team.

Contact Support
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Last updated: 23 February 2026