Some head contractors ask for payment claims in Excel. Every claim the platform prints is
also printed as a claim spreadsheet (.xlsx), at the same moment as its PDF.
What is in it
The same claim as the PDF, laid out as a table you can sort and sum:
- A header with the claimant, the respondent, the contract, the date and the period.
- A heading for each of your contract's item groups, in the order you set them up, so a contract set up by level (Level 1, Level 2, rough-in, fit-off) comes out by level, with each line beneath it.
- For each line: contract value, previously claimed, this claim, claimed to date, percentage complete, retention and the net amount.
- Variations, any retention release and one-off charges, then the claim total, GST and retention.
Unlike the PDF's detailed table, the spreadsheet lists every line, including ones this claim does not touch, so the percentage complete reads as a whole schedule. The totals are the same.
The PDF is still the payment claim. The spreadsheet sets out the same claim, and says so.
Sending it with the claim
On a contract served by email, tick Also attach an Excel spreadsheet next to Submit. The spreadsheet goes in the same email, straight after the claim PDF.
If a head contractor always wants it, set Attach a spreadsheet when serving? to Yes, by default in the contract's details. The box then starts ticked on every claim on that contract, and you can still untick it on any one of them. Claims served from the month-end claim run follow the contract's setting.
Sending it afterwards
If the head contractor asks for the spreadsheet after you have served the claim, open the claim and choose Send to head contractor beside Claim spreadsheet. Before anything is sent you are shown who it goes to:
- A claim served by email goes to the same people it was served on.
- A claim served by post, delivery or lodgment goes to the contract's current contacts, addressed the way a claim email would be.
The email is titled Spreadsheet copy and says it is a copy of the claim you already served, not a new payment claim. Only the spreadsheet is attached. Whether it arrived is shown beside the spreadsheet on the claim. If it bounces you are not sent a delivery-failure alert, because the claim itself was delivered, so check there.
It can be sent once the claim has been served, not while it is waiting for manual service. If the claim email itself failed or bounced, re-send the claim first; the spreadsheet can be sent once the claim has gone through. A claim served before the spreadsheet existed has no stored spreadsheet, so it cannot be sent this way. Download it and send it yourself.
Downloading it
Open the claim. Under its documents, Claim spreadsheet has a download link once the claim has been submitted or prepared for manual service.
A claim served before the spreadsheet existed has one too, built when you download it from the claim's current figures. It says so at the top: if the contract has changed since the claim was served, the served PDF is the one that counts.