Value Proposition:
The largest project losses do not come from “having a claim,” but from: delayed notice, weak substantiation,
uncontrolled pricing, and mixing approved variations with unapproved ones.
This template provides a clear pathway: Event → Notice → Substantiation → Pricing/Quantum → Time Impact → Approval → Settlement.

In 20 seconds: What will you get?

• Claims Register: A comprehensive claims register with status, ownership, value, and critical dates
• Variations / Change Orders: A change order register with separation (Approved / Pending / Rejected)
• Event & Notice Log: Documentation of events and notices according to contractual deadlines
• Substantiation Checklist: Evidence checklist (correspondence/photos/diaries/minutes/reports)
• Pricing & BOQ / Rate Build-up: Detailed pricing + support for quantities and rates
• Time Impact / EOT: Time impact + extension of time (if needed) + linkage to the schedule
• Approval Workflow: Internal and external approval workflow + gate points before submission
• Correspondence Index: Indexing of correspondence and reference documents for each claim/CO
• Provisioning & Risk: Expected Value / Probability + provision/exposure for risks
• Dashboard: Total claims by status + top 10 claims + claim age + progress

Delivery associated with the button: Claims | Variations/CO | Events & Notices | Substantiation | Pricing | Time Impact | Approvals | Docs Index | Risk | Dashboard.

Suitable for

• Contractors and Projects: Managing client/consultant claims and change orders.
• QS/Contracts/Planning + Finance: Pricing control, substantiation, time impact, and risk reporting.
• Multi-package Projects: Consolidating the register instead of scattered files (Emails/Word/PDF).

Not Suitable for

• If there is no framework for notices/claims and no desire to implement an approval cycle (procedures will need to be aligned first).
• If the goal is a “complete legal substantiation file” for litigation/arbitration only (you may need a specialized document management system), but this template lays the foundation and prepares the file.

Without the template / With the template

Before Use: 5 Symptoms that Claims/Changes Management is “Uncontrolled”

• You know there are events changing the scope of work… but there is no official record linking them to notice, date, and reference.
• The claim is “present” but there is no organized substantiation file (Photos/Diary/Instructions/RFIs).
• Many change orders are “pending approval” yet appear in the invoices/billing (risk of rejection/dispute).
• Pricing is done “on the fly” without a clear methodology (Build-up/BOQ/Agreed rates), leading to repeated disputes.
• Management asks: “What is the value of the claims?” and the answer varies each time because there is no unified Pipeline.

What does the Claims & Variations Template cover?

1) Events & Notices Register

• Event ID + Event Date + Description + Reason (Design Change/Delay in Approval/Conflict/Site Conditions…)
• Reference Contract Clause (optional) + Last Notice Date + Submission Date + Compliance Status
• Event Classification: Variation / Delay / Disruption / Acceleration

2) Claims Register

• Claim ID + Type + Owner (Client/Contractor/Subcontractor) + Follow-up Responsible
• Estimated/Claimed/Approved/Agreed Value (Progressive Amounts)
• Claim Status: Draft / Submitted / Under Review / Negotiation / Approved / Rejected / Settled
• Critical Dates: Submission / Response Due / Meetings / Decision

3) Variations / Change Orders Register

• CO No + Description + Order Date + Amount + Status (Approved/Pending/Rejected)
• Separation of approved value from value pending approval to avoid revenue/billing inflation
• Linking COs to events/claims and to subsequent invoices/bills (Traceability)

4) Claims Documentation and Substantiation

• Standard Checklist: Site Instructions / RFIs / Minutes / Drawings / Daily Reports / Photos / Logs
• Evidence Completeness Indicator (%) to measure readiness for submission
• Correspondence Indexing: Ref No / Date / Subject / Related Claim/CO

5) Pricing (Quantum)

• BOQ/Line Items + Quantities + Rates + Pricing Methodology (Contract Rate / Star Rate / Dayworks)
• Price Build-up: Materials/Labor/Equipment/Transport/Expenses + Profit/Management Percentage (as per policy)
• Discounts/Deductions (if any): Advance Payment Discount/Penalties/Back-charges

6) Time Impact (EOT)

• Impact on Activities/Critical Path (optional) + Days of Delay/Acceleration
• Extension of Time (EOT) Request + Submission Date + Approval Status
• Linking “time impact” to the claim to avoid unjustified separation between time and cost

7) Approval Workflow and Tracking

• Internal Approval Workflow: QS → Contracts → PM → Finance → GM (customizable)
• Control Gates: No submission without notice + No pricing without substantiation + No billing without approval (as per your policy)
• Management of correspondence and meetings related to the claim (Meeting Log / Action Log)

8) Risk and Provisioning Management

• Probability of Winning + Expected Value
• Exposure by status (Pipeline) to provide management with a “realistic picture”
• Dispute Classification: Friendly/Committee/Arbitration + Estimated Cost/Duration (optional)

Product Components (Clear Inventory)

1. Event & Notice Log
   • Event registration + notice + durations + compliance status.
2. Claims Register
   • Comprehensive claims register + values (Estimated/Submitted/Approved/Settled) + dates.
3. Variations / Change Orders Register
   • COs with Approved/Pending/Rejected + linkage to invoices.
4. Substantiation Checklist + Docs Index
   • Evidence checklist + indexing of correspondence/documents for each claim/CO.
5. Pricing (BOQ / Rate Build-up)
   • Detailed pricing on items + pricing methodology + support for quantities and rates.
6. Time Impact / EOT
   • Time impact + extension of time + approval tracking.
7. Approval Workflow + Action Log
   • Approval workflow + follow-up tasks + due dates for responses.
8. Risk & Provisioning
   • Probability / Expected Value + Exposure by status.
9. Dashboard
   • Indicator dashboard: Pipeline + Aging + Top Claims + Approved vs Pending.

Suggested Tabs within the Delivery File

• Events_Notices | Claims | Variations_CO | Substantiation | Docs_Index | Pricing | Time_Impact_EOT | Approvals | Risk_Provision | Dashboard

After Implementation (Two Points Only)

• “Defensible” Claims: Timely notice + organized substantiation + controlled pricing = reduces disputes and increases the likelihood of approval.
• Realistic Financial Visibility: Clear Pipeline (Approved/Pending) + Expected Exposure reduces closing surprises.

FAQ — Frequently Asked Questions Before Purchase

Does the template differentiate between Claim and Variation/Change Order?

Yes. The template separates Claims Register and Change Orders Register, with the ability to link them when needed.

Does it support the principle of “timely notice”?

Yes, through the Event & Notice Log: event date, notice date, and last notice date (optional) with alerts for delays.

How does it assist in “claim substantiation”?

Through the Substantiation Checklist + Docs Index: standardizing evidence and facilitating access instead of searching through correspondence.

Can change orders (CO) be priced using different methodologies?

Yes: Contract Rate / New Rate (Build-up) / Dayworks (as per your policy) with documentation of the pricing reference for each item.

Does it allow for tracking claim approvals internally and externally?

Yes, through the Approval Workflow: internal approval stages followed by external status (Submitted/Under Review/Approved/Rejected) with Action Log.

Does it help in preparing provisions/exposure for claims?

Yes: Probability + Expected Value + Risk Classification, to provide management with a weighted number instead of an “optimistic” figure.

Can it be linked to WIP reports for projects or Budget vs Actual?

Yes. This template provides details of claims/variations, while WIP/Budget vs Actual reflects them in a financial picture at the project level.

If your goal is to reduce disputes and increase the chances of claim approvals… this template builds a “documentary + financial + time” system in one file

Outputs: Claims Pipeline | CO Register | Evidence Readiness | Pricing | Time Impact | Exposure | Dashboard.