Value Proposition:
This template eliminates the chaos of “Invoices on Word” and “multiple Excels” and the discrepancies between site and finance.
You will enter the progress/quantities/contract items, and it will automatically calculate:
Gross / Previous / Current / Cumulative,
apply Retention,
deduct Advance Payment according to a clear deduction plan,
and show the impact of Change Orders on value and payments.

In 20 seconds: What will you get?

• IPC / Payment Application: Monthly invoice (Current + Cumulative + Previous + Balance to Complete)
• Retention Ledger: Retention record (Accumulated/Used/Release Due) by contract
• Advance Payment Tracker: Advance payment + Advance payment deduction schedule (Recovery Schedule)
• Change Orders Log: Change Orders (Submitted/Approved/Rejected) and their impact on contract value
• Collection Follow-up: Follow-up on invoice collections (Aging + Status + Reasons for Delays)
• VAT & Net Payable: Net due after deductions/retentions + Tax (optional)
• Reconciliation: Simplified matching with AR/GL (optional) to reduce closing discrepancies
• Controls: Alerts: Advance deduction greater than balance, Retentions above limit, Unauthorized change within contract value…
• Dashboard: Summary dashboard (Outstanding / Retention Held / Advance Balance / Approved COs)

Delivery associated with the button: Payment Certificate | Retention Ledger | Advance Recovery | CO Log | Collection Tracker | Dashboard.

Suitable for

• General Contracting and Operations & Maintenance: Monthly invoices with retentions and advance payment deductions.
• BOQ / Item Projects: Tracking quantities/completion for each item and their accumulations.
• Finance + Projects: Unifying the figures of “Due”, “Certified”, and “Collected”.

Not Suitable for

• Contracts that rely on fixed invoices without measuring progress/quantities (unless you only want a collection record).
• If the contract terms are too complex (multiple retention/release tiers) without a desire for customization.

Without the template / With the template

Before Use: 5 Symptoms That Your Invoices Need This Template

• Frequent disputes due to discrepancies in “cumulative” or “previous” or “achieved value”.
• Unclear accumulated Retention balance and when it is released (or mixed with the invoice).
• Advance payment deductions are done inconsistently or exceed the remaining balance.
• Change Orders enter the invoice before being approved or get lost between emails and files.
• Collection of invoices without Aging follow-up, leading to overdue payments accumulating without a clear plan.

What Does the Contract Invoices Template Cover?

1) Project & Contract Setup

• Project ID / Client / Contract Number / Dates
• Contract Value + VAT (optional) + Payment Terms
• Retention% (and release system if desired: upon delivery/after warranty period…)
• Advance Payment: amount + date + recovery method (percentage/installments/stages)

2) BOQ / Schedule of Values

• Item Code / Description / Unit of Measure / Quantity / Unit Price / Total Value
• Classification of items (Civil/Electrical/Mechanical…)
• Ability to activate “Change Order Items” as additional approved items only

3) Monthly Progress / IPC

The template builds the invoice on a clear logic:

Cumulative Certified −
Previous Certified =
Current Certified

• Gross Current: Current achievement value before deductions
• Less Retention: Deduction of retention (current)
• Less Advance Recovery: Deduction of advance payment according to the schedule
• Net Payable: Net amount due (before/after tax as per your setup)
• Balance to Complete: Remaining to complete the contract/item

4) Retention Ledger

• Retention Held to Date (Cumulative)
• Retention Released (if any release)
• Retention Balance (Remaining Retention Balance)
• Supporting fields: Due date, reason for non-release, notes

5) Advance Payment & Recovery

• Advance Paid
• Recovery This Period
• Recovery to Date (Cumulative)
• Advance Balance
• Controls: Prevent deductions greater than the remaining balance or deductions before meeting conditions

6) Change Orders Log

• CO No. / Description / Amount / Status (Submitted/Approved/Rejected)
• Approved COs are automatically added to the contract value (only approved)
• Report on the impact of CO on Total Contract Value and Balance

7) Collection Tracker

• Invoice/IPC No. + Issue Date + Due Date
• Amount + Paid + Remaining
• Aging (0-30 / 31-60 / 61-90 / 90+)
• Status + Action Owner + Next Follow-up Date

Product Components (Clear Inventory)

1. Contract Setup
   • Contract value + Retention terms + Advance payment + Tax setup (optional).
2. BOQ / SOV
   • Contract items with quantity/price/value + item classification.
3. IPC / Payment Certificate
   • Current/Previous/Cumulative + Balance to Complete + Net Payable.
4. Retention Ledger
   • Cumulative Retentions + Released Retentions + Retention Balance.
5. Advance Payment Recovery Schedule
   • Advance payment deduction schedule + Remaining balance + Controls.
6. Change Orders Log
   • Change Orders log + Approval + Impact on contract value.
7. Collection & Aging
   • Follow-up on invoice collections + Aging + Follow-up plan.
8. Controls & Dashboard
   • Common error alerts + Summary dashboard Outstanding/Retention/Advance/COs.

Suggested Tabs within the Delivery File

• Setup | BOQ | IPC | Retention | Advance | CO Log | Collections | Controls | Dashboard

After Implementation (Only Two Points)

• Less Disputed Invoices: Unified figures (Gross/Retention/Advance/Net) with accurate accumulations reduce objections.
• Stronger Collections: Immediate visibility of overdue payments (Aging) with clear follow-up responsibilities reduce Outstanding.

FAQ — Frequently Asked Questions Before Purchase

Does the template support “Release of Retentions” in stages?

Yes, at the record level: you can log any release with date and amount, and it shows its impact on the retention balance.
If you have a specific release policy (e.g., 50% upon delivery + 50% after warranty), it can be easily configured.

How is the advance payment deducted?

Through the Recovery Schedule: you can choose to deduct a fixed percentage from the invoice amount/or a fixed amount/or start deductions after achieving a certain milestone,
with controls preventing exceeding the remaining balance.

Can VAT be added?

Yes, as a setup option: show Net before Tax then VAT then Total.
(The mechanism is customizable according to your requirements).

Are Change Orders automatically added to the contract value?

Only Approved Change Orders affect the Contract Value and BOQ items (if you activate this option).
Non-approved ones remain in the follow-up log without financial impact.

Does this template assist in closing and linking invoices to accounts?

Yes, as a support file: it displays Outstanding and collections and facilitates matching invoices with AR/GL.
However, it is not an ERP system; it is a control template and documentation/follow-up file.

If you want accurate invoices + “controlled” retentions and advance payments + documented change orders

Outputs: IPC/Payment Certificate | Retention Ledger | Advance Recovery | CO Log | Collections & Aging.