ClaimTrack User Guide

Everything you need to know to get started with ClaimTrack and manage your construction progress claims effectively.

Table of Contents

Getting Started

Signing In

ClaimTrack uses passwordless authentication for security. To sign in:

  1. Navigate to the sign-in page
  2. Enter your email address
  3. Click "Continue"
  4. Check your email for a 6-digit verification code
  5. Enter the code in the form
  6. You'll be automatically signed in and redirected to the dashboard

Note: If this is your first time using ClaimTrack, entering your email will automatically create an account for you. No separate sign-up process is required.

Dashboard

The Dashboard is your home page and provides an overview of your work in ClaimTrack.

Key Features

Action Needed Section:

  • Overdue Claims: Claims that have passed their due date and require attention
  • Due Soon: Claims that are due today or in the near future
  • Click on any claim to view and process it

Recently Updated:

Shows the 10 most recently updated claims across all your accessible contracts. Helps you track recent activity.

Statistics:

  • Total number of projects you have access to
  • Number of unallocated invoices in the queue
  • Number of claims processed this week (approved or rejected)

Quick Actions:

  • Create new projects
  • Create new contracts
  • Access the invoice queue
  • Navigate to different sections of the app

Projects

Projects represent construction sites. All contracts belong to a project.

Creating a New Project

  1. Navigate to the Contracts page
  2. Click the "New Project" button (available to tenant admins or people with project level approval permission)
  3. Enter the project name
  4. Enter the project address (using the address search)
  5. Enter commencement and completion dates.
  6. Click "Create Project"

Viewing Projects

Navigate to the Projects page to see all projects you have access to. All projects are shown by default. Click on the project dropdown to go to a specific project. Note: You must navigate to a specific project to be able create a new contract for the elected project.

Project Access Management

Adding Internal Users to Projects:

  1. Open the 'Manage Access' dialog from the project page
  2. Enter the user's email address
  3. Select their role:
    • Admin: Full access to all contracts in the project with approver rights.
    • Team Member: Access to all contracts in the project with processor rights only.
  4. Click "Add User"
  5. The user will now be able to access the project with the selected permissions.

Managing Project Members:

  • View all users with access to the project
  • Change user roles
  • Remove users from the project
  • Note: Organisation level admins will always have access to all projects and contracts with approvor permissions.

Contracts

Contracts are agreements between parties (head contractors and subcontractors) within a project.

Creating a New Contract

From the Contracts Page:

  1. Navigate to the contracts page.
  2. Select a project from the dropdown at the top of the page (the "New Contract" button will only appear once a project is selected).
  3. Click the "New Contract" button.

From the Dashboard:

  1. On the main dashboard, click the "New Contract" button.
  2. When prompted, select which project this contract belongs to.

Fill in the contract details across the following sections:

General

Contract Number: Unique identifier for the contract
Title: Descriptive title for the contract
Subcontractor Name: Select Subcontractor (for HC's)
Head Contractor: Select Head Contractor (for SC's)
Commencement Date: When work begins
Completion Date: Expected completion date
Reference Date: Reference Date under the SOPA Act

Terms & Conditions

Payment Terms: Terms of payment (e.g., "30 days")
Retention Settings: Retention per claim (percentage) and retention limit (maximum amount)
Liquidated Damages: If applicable

Handover Requirements (optional)

Define what documents or information are required at project completion
Set response types (text, documents, dates, etc.)

Progress Claim Attachments (optional)

Specify what documents must be submitted with each claim
Invoice is always required
Examples: Compliance certificates, supporting documents, progress photos

Click "Create Contract"

Viewing Contracts

  • The contracts page shows all contracts you have access to
  • Filter by project using the project selector
  • Each contract shows:
    • Contract number and title
    • Subcontractor name
    • Project name
    • Status (active, completed, etc.)

Contract Details Page

When you open a contract, you'll see:

Contract Information:

  • All contract details
  • Line items (budget items)
  • Claims history
  • Documents

Line Items:

  • Represents the contract scope of works
  • Enter item names and values.
  • Items can be grouped. Press the select button in the toolbar, tick the items to group, and click group. A group title can then be entered.
  • These items will be claimed against as the contract is carried out.

Claims Table:

  • All claims for this contract
  • Status of each claim (draft, submitted, approved, rejected, etc.)
  • Claim numbers and dates
  • Total amounts

Contract Access Management

Inviting External Users to Contracts:

  1. Click the "Invite" button at the top of the contract page.
  2. In the contract access dialog, select the Head Contractors tab (if you are a subcontractor) or the Subcontractors tab (if you are a head contractor).
  3. Enter the external user's email address.
  4. Optionally, provide their first and last name.
  5. Select their role:
    • Approver: Can approve/reject claims and manage all contract aspects.
    • Processor: Can process claims and manage line items, but cannot approve.
  6. Click "Invite User."
  7. The user will receive an invitation email with a link to accept and join the contract.
  8. Access can be revoked by hovering over a users name and clicking the 'x' button.

Providing Internal Users Access:

Internal user access to contracts is managed by your organisation administrators via the Organisation Settings. If an internal user needs access to contracts, please contact your organisation's admin team. Access cannot be granted to internal users directly from the contract access dialog.

Managing Contract Members:

  • View all users with access to the contract
  • Change user roles
  • Remove users from the contract

Claims

Claims are payment requests submitted against contracts. They contain line items with amounts being claimed.

Creating a New Claim

Method 1: From the Contract Page

  1. Navigate to the contract you want to create a claim for
  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 (restrictions apply based on your role - only contract approvors can set a date prior to todays date)
  5. Click "Create Claim"
  6. The claim opens in draft status

Method 2: From the Dashboard

  1. Click "New Claim" from the dashboard
  2. Select the project
  3. Select the contract
  4. Enter the claim number
  5. Click "Create Claim"

Working with Claims

Working with a New Claim:

After clicking "Create Claim," you can choose how to allocate values to your payment schedule. ClaimTrack supports two workflows:

1. Upload Documentation for Automatic Extraction
  • When the claim is first created, you will be directed to the claim screen.
  • You can immediately upload relevant documents (such as invoices or schedules of values) by navigating to the "Documents" section in the claim drawer.
  • Drag and drop your files or click to browse and upload.
  • Uploaded documents are automatically processed—ClaimTrack will extract payment schedule values and suggest allocations for claim amounts based on your documents.
  • Review the extracted data and make adjustments if needed in the payment schedule before submitting. The user can make manual adjustments to extracted data if required.
  • ClaimTrack will display audit results after data extraction is complete.
2. Manually Enter Values in the Payment Schedule
  • Alternatively, you can manually enter claim amounts line-by-line.
  • In the "Payment Schedule" or "Line Items" area, all contract line items are listed.
  • For each line item you want to claim, type the desired amount in the "This Claim" column.
  • This manual approach is especially useful for subcontractors who want to experiment with calculations or fine-tune claim values before generating an invoice document.
  • As you enter values, the system automatically calculates and updates totals for you.

You are free to use both workflows—upload documents to extract information automatically, and then adjust or fine-tune amounts manually in the payment schedule as needed.

Claim Statuses:

  • Draft: Claim is being prepared, not yet submitted
  • Submitted: Claim has been submitted for review
  • Approved: Claim has been fully approved
  • Rejected: Claim has been rejected
  • Partially Approved: Some items approved, some adjusted or rejected

Submitting Claims

  1. Complete all required information:
    • Enter amounts for line items
    • Upload required documents (if specified in contract requirements)
  2. Review the claim totals
  3. Click "Submit Claim"
  4. The claim status changes to "Submitted"
  5. Approvers will be notified

Note: Once submitted, you may have limited ability to edit the claim depending on your role and the contract settings.

Processing Claims (For Approvers)

When a claim is submitted, approvers can:

1. Review the Claim:

  • View all line items and amounts
  • Review uploaded documents
  • Check claim totals

2. Allocate Amounts:

  • Enter approved amounts in the "Approved" column for each line item
  • Adjust amounts as needed (for partial approval)
  • Add comments explaining adjustments

3. Approve, Partially Approve, or Reject:

  • Approve in Full: If all amounts are approved as claimed
  • Partially Approve: If some amounts are adjusted
  • Reject: If the claim is rejected in full
  • Add comments explaining your decision (required for partial approval and rejection)

4. Send Notifications:

  • Optionally send email notifications to the subcontractor
  • Notifications include claim status and any comments

Approval Actions:

  • Click "Approve claim in full" to approve everything as claimed
  • Click "Partially approve claim" to approve with adjustments
  • Click "Reject claim in full" to reject the entire claim
  • Add comments as required
  • Choose to send email notification or approve without sending

Viewing Claim History

  • All claims are listed in the contract's claims table
  • Filter by status to find specific claims
  • Click any claim to view full details
  • View approval history and comments

Directory

The Directory is a company contact management system for storing information about subcontractors, suppliers, and other business contacts.

Adding a Company to the Directory

  1. Navigate to the Directory page
  2. Click "Add Company"
  3. Fill in company details:
    • Company name
    • Trading name (if different)
    • ABN (Australian Business Number)
    • Address
    • Contact information (phone, email)
    • Categories and tags (for organisation)
  4. Click "Save"

Managing Directory Entries

  • View all companies in a table format
  • Search and filter companies
  • Edit company information
  • Delete companies (tenant admins only)

Using Directory in Contracts

When creating contracts, you can:

  • Select companies from the directory as subcontractors
  • This automatically fills in company information
  • Links contracts to directory entries for easy reference

Categories and Tags

  • Organise companies using categories
  • Add custom tags for better organisation
  • Filter companies by category or tag

Settings

The Settings page allows you to manage your account and organisation settings.

Account Settings

Profile Information:

  • Update your first and last name
  • Change your email address
  • Update your phone number
  • Save changes

Password:

  • Change your password (if password-based authentication is enabled)
  • Reset password via email

Organisation Settings

Organisation Information:

  • View and edit organisation name
  • Update trading name
  • Edit ABN
  • Update organisation address
  • Modify contact information (phone, email)
  • Update billing email

Organisation Type:

  • Set whether your organisation is a Head Contractor or Subcontractor
  • This affects how contracts are displayed and managed

Team Management

Adding Users to Organisation:

  1. Click "Add User to Organisation"
  2. Enter the user's email address
  3. Optionally enter first and last name
  4. Set admin status (if you're an admin)
  5. Click "Add User"
  6. The user will receive an invitation

Managing Team Permissions:

  1. Open the "Manage Team Permissions" drawer
  2. View all users in your organisation
  3. For each user, manage:
    • Tenant Admin Status: Full access to all projects and contracts
    • Project Permissions: Access to specific projects with roles
    • Contract Permissions: Access to specific contracts with roles
  4. Save changes

User Roles:

  • Tenant Admin: Full access to everything in the organisation
  • Project Admin: Full access to a specific project
  • Project Team Member: Can process claims in a project but cannot approve
  • Contract Approver: Can approve claims and manage a specific contract
  • Contract Processor: Can process claims for a specific contract but cannot approve

User Roles and Permissions

ClaimTrack uses a hierarchical permission system to control access.

Role Types

Tenant Admin:

  • Full access to all projects and contracts in the organisation
  • Can create projects and contracts
  • Can invite users at any level
  • Can approve all claims
  • Can manage organisation settings

Project Admin:

  • Full access to all contracts within a specific project
  • Can create contracts in that project
  • Can invite users to contracts in the project
  • Can approve claims in the project

Project Team Member:

  • Can view and process claims in a project
  • Cannot approve claims
  • Can manage line items
  • Limited editing capabilities

Contract Approver:

  • Full access to a specific contract
  • Can approve, partially approve, or reject claims
  • Can manage all aspects of the contract
  • Can invite other users to the contract

Contract Processor:

  • Can view and process claims for a specific contract
  • Can manage line items
  • Cannot approve claims
  • Limited to submitting claims as "draft" or "submitted" status

External User (Non-Tenant):

  • Only sees contracts they've been invited to
  • Typically has processor or approver role on specific contracts
  • Uses OTP authentication (passwordless login)

Permission Hierarchy

Permissions flow downward:

  • Tenant Admin → All Projects → All Contracts
  • Project Admin → All Contracts in Project
  • Contract Approver/Processor → Specific Contract

Users with higher-level permissions automatically have access to lower levels.

Invoice Queue

The Invoice Queue is a staging area for invoice documents that haven't been assigned to a claim yet.

Purpose

When invoices uploaded, they go into the queue. You can then:

  • Review the invoices
  • Assign them to the correct contract
  • Create new claims or attach to existing claims
  • Organise documents before processing

Accessing the Invoice Queue

  1. From the dashboard, click on the invoice queue card.
  2. View all unallocated invoices and allocate accordingly.

Processing Queue Items

  1. Select a File:
    • Click on an invoice in the queue
    • Preview the document
  2. Assign to Contract:
    • Select the project
    • Select the contract
    • Choose an existing claim or create a new one
    • If creating new, enter a claim number
  3. Set Document Type:
    • Select the document group (i.e. Invoice, Compliance, Supporting)
  4. Process:
    • Click "Process" to move the file from queue to the claim
    • The document is now attached to the claim

Uploading to Queue

  • Drag and drop PDF or image files into the queue area
  • Files are automatically added to the queue
  • You can then process them when ready

Managing Queue Items

  • View all items in the queue
  • Filter by project
  • Delete items that are not needed
  • Update project assignment before processing

Team Management

Inviting Users

To a Contract:

  1. Open the contract
  2. Click "Manage Access" or the access button
  3. Enter the user's email
  4. Select their role (Approver or Processor)
  5. Click "Invite"
  6. The user receives an email invitation

To a Project:

  1. Open the project
  2. Click "Manage Access"
  3. Enter the user's email
  4. Select their role (Admin or Team Member)
  5. Click "Add User"

To Your Organisation:

  1. Go to Settings
  2. Open "Team Management"
  3. Click "Add User to Organisation"
  4. Enter email and set admin status if needed
  5. Click "Add User"

Managing User Permissions

At Organisation Level:

  • Go to Settings → Team Management
  • View all organisation users
  • Set tenant admin status
  • Manage project and contract permissions for each user

At Project Level:

  • Open project access dialog
  • View project members
  • Change roles
  • Remove users

At Contract Level:

  • Open contract access dialog
  • View contract members
  • Change roles
  • Remove users

Accepting Invitations

When you receive an invitation:

  1. Click the link in the email
  2. You'll be prompted to accept or decline
  3. If accepting, you'll gain access to the contract/project
  4. Sign in using OTP authentication if needed

Tips and Best Practices

Organising Line Items

  • Use consistent group paths for similar work items
  • Group related items together (e.g., all excavation work under "Excavation")
  • Use clear, descriptive names for line items

Claim Management

  • Submit claims regularly to maintain cash flow
  • Ensure all required documents are uploaded before submitting
  • Review claim totals before submission
  • Keep claim numbers sequential and consistent

Document Organisation

  • Upload documents promptly after creating claims
  • Use the correct document types (Invoice, Compliance, Supporting)
  • Keep file names descriptive

Collaboration

  • Invite subcontractors early so they can submit claims
  • Set appropriate roles - don't give more access than needed
  • Use comments when approving/rejecting to provide clear feedback

Security

  • Only invite trusted users
  • Review team permissions regularly
  • Use the minimum required role for each user
  • Tenant admins should be limited to trusted personnel

Getting Help

If you need assistance:

  • Check this user guide
  • Contact your organisation's tenant admin
  • Review the contract requirements and settings
  • Check claim status and comments for guidance

Glossary

Claim:
A payment request submitted against a contract, containing line items with claimed amounts.
Contract:
An agreement between parties (head contractor and subcontractor) within a project.
Line Item:
A budget item in a contract that can be claimed against. Organised hierarchically.
Project:
A construction site or major work area containing multiple contracts.
Tenant:
An organisation (head contractor or subcontractor) using the system.
Approver:
A user role that can approve, partially approve, or reject claims.
Processor:
A user role that can process claims and manage line items but cannot approve.
OTP:
One-Time Password - a 6-digit code sent via email for passwordless authentication.
Invoice Queue:
A staging area for invoice documents before they're assigned to claims.
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Last updated: 23 February 2026