Create a baseline progress claim before the next billing period for an active project migrated to Drum. It records amounts already invoiced so future claims start from the correct position. This guide covers deliverable-based claims.
Before you begin: review and restructure the project
First, work through Restructure a project after migration and complete any changes your project needs. Check that deliverables and tasks match how you intend to invoice, budget and contract values are allocated correctly, and any time entries you reassigned are against the intended tasks.
If the project already has the right structure, complete the checks in that guide before continuing. Your baseline claim should record the invoiced position against the deliverables you will use for future claims.
Check the project’s invoiced position
Open the project and select Invoices.
Review the invoices issued before moving to Drum. Identify the latest invoice’s issue date and the total invoiced against each deliverable up to that date.
Compare those amounts with the deliverables’ contract values in the project’s Budget.
For example, if Schematic Design has a contract value of $19,500 and you have already invoiced $19,500 for it, the baseline should record that deliverable as 100% claimed.
Use the cumulative position across all previous invoices. Your project may have partial claims across several deliverables, rather than one fully claimed deliverable.
Create the baseline claim
Select Claims, then Add Progress Claim.
For a project you intend to claim at deliverable level, select Deliverable-based Claims. This choice cannot be changed after the project’s first claim is created.
Enter Baseline Claim in Name and leave the status as Draft.
Set Claim Period End and Issued Date to the issue date of the project’s latest existing invoice. In the example, both dates are 31 July.
Set Claim Period Start to a date before Claim Period End. Check that the claim period covers the time and costs you intend to include in the baseline.
Review Claim all billable costs and times. Selecting it associates billable costs issued and billable time recorded in timesheets for the claim period with this claim, removing those entries from work in progress (WIP) for future invoices. Select it when those entries belong to amounts already invoiced; clear it when they need to remain as WIP for future invoices.
Select Save and Edit.
Record the amounts already invoiced
Review each deliverable in the claim.
Enter its previously invoiced amount in This Claim, or the corresponding percentage in % Claimed.
Check Total Claimed and Remaining against your invoiced position. Leave deliverables that have not been invoiced at zero.
In the example, Schematic Design is entered as $19,500, or 100%. The other deliverables remain at zero. The baseline total is $19,500.
Detail: Schematic Design is 100% claimed, with $19,500 total claimed and $0 remaining.
Approve the baseline
The baseline records amounts you have already invoiced. Use Approve for this step; do not use Approve & Convert to Invoice, Approve & Integrate or Create Invoice From Claim to invoice those amounts again.
Check the claim’s dates, deliverable values and total against your previous invoices.
Select Approve if you have permission. Otherwise, select Request Approval for an authorised teammate to review it.
Check that the baseline’s status is Approved before relying on it for the next claim.
Check the next progress claim
When the next billing period arrives, create the next claim from the project’s Claims tab and select Save and Edit.
For each deliverable, check that Prev. Claimed matches the approved baseline. Check Remaining against the contract value still to be claimed.
If any figures do not match, check the baseline’s approval status and compare its dates and deliverable values with your previous invoices before proceeding. Resolve any discrepancy before approving the new claim.
In the August example, Schematic Design shows $19,500 (100%) under Prev. Claimed, $0 in This Claim and $0 Remaining. This confirms that the July baseline has carried forward.
Detail: the next claim carries Schematic Design’s $19,500 into Prev. Claimed, leaving $0 remaining.
Once the carried-forward figures match your existing invoices, enter the new period’s claim figures. Review any amounts Drum has already included before approving that next claim.