This task is one section of Small business workflows for 20 industries, with 19 related tasks on one page.
1. What to record
Record the contract value, variations, costs, and each progress claim on the same job number.
This does not interpret building codes or payment statutes. Follow the contract and your accountant for retention and tax.
2. People and records
On small screens, scroll the table sideways to see every column.
| Record | Who uses it | What to keep |
|---|---|---|
| Contract | Project lead | Scope, price, exclusions, and retention if the contract has it. |
| Variation | Project lead and customer | Change, price impact, and written acceptance. |
| Cost | Site and finance | Labour, materials, and subcontract costs with the job number. |
| Progress bill | Finance | Claim amount, period, and previous claims. |
3. One complete cycle
- Open one job with a contract price.
- Post labour and material costs to that job.
- Agree one variation in writing before you bill it.
- Issue a progress bill that states the claim and the previous claims.
Expected: The bill amount is explained by the contract and the variation, and the costs sit on the same job.
4. Check before you add tools
Do not issue the next claim until the previous claim is identifiable. Retention stays a separate amount if the contract requires it.
5. Frequently asked questions
Can I bill costs that have no job number?
No. Put the cost on the job first, or leave it out of that claim.
Is a variation part of the original price?
Only after the customer has accepted it. Until then it is not billable.
Does a progress bill close the job?
No. The job closes when the work and the final account are both finished.
6. Related articles and next steps
Sample amounts and names in this guide are illustrative. They are not a client result, a price, or legal advice.
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