Milestones & Draw Requests

Path: /properties/[id]/renovation → Milestones Tab
Access Level: Property Owners & Collaborators

Overview

Milestones define the major phases of your renovation and trigger payment requests (draw requests) when complete. Instead of paying everything upfront, you fund the project in stages - only releasing money as work is inspected and approved. This protects your budget and keeps contractors accountable.

Milestone Fundamentals

What is a Milestone?

A milestone is a measurable checkpoint in your renovation:

Components:

Name: What phase (e.g., "Demolition Complete")
Description: Scope of work included
Budget Allocated: Funds reserved
Deliverables: What must be finished
Due Date: Target completion
Payment Amount: Draw request value

Example Milestones:

Kitchen Renovation - $45,000

Milestone 1: Demolition Complete ($3,000)
  └── Remove cabinets, counters, flooring

Milestone 2: Rough-Ins Complete ($8,500)
  └── Plumbing, electrical, HVAC

Milestone 3: Drywall & Paint ($4,500)
  └── Walls repaired, painted

Milestone 4: Cabinets & Counters ($18,000)
  └── Installed, functional

Milestone 5: Finishes & Cleanup ($6,000)
  └── Flooring, backsplash, final punch list

Final Payment ($5,000)
  └── Retention held until 30-day warranty

Why Use Milestones?

Financial Protection:

✅ Pay only for completed work
✅ Hold retention until final inspection
✅ Walk away if work is poor (minimal loss)
✅ Align payments with progress

Quality Control:

✅ Inspect before paying
✅ Catch issues early
✅ Require fixes before next phase
✅ Document completion

Project Management:

✅ Track actual progress
✅ Identify delays
✅ Manage cash flow
✅ Schedule inspections

Creating Milestones

Method 1: From Template

Use standard phases:

Click "+ New Milestone"
Select "Use Template"
Choose project type:
- Kitchen Renovation (5 milestones)
- Full Bathroom (4 milestones)
- Full House Rehab (8 milestones)
- Addition/Extension (7 milestones)
Template milestones load
Adjust names, amounts, dates
Save milestone set

Kitchen Template Example:

1. Demo & Permits (10%) - $4,500
2. Rough-Ins (20%) - $9,000
3. Drywall & Paint (10%) - $4,500
4. Cabinets & Counters (40%) - $18,000
5. Finishes (15%) - $6,750
6. Retention (5%) - $2,250
Total: $45,000

Method 2: From SOW

Generate from scope:

Complete SOW Builder
Budget from SOW
Click "Generate Milestones"
System analyzes tasks
Groups by natural phases
Creates milestone set
Allocates budget automatically

How it works:

SOW Tasks:
  ├── Demo kitchen (8 tasks)
  ├── Electrical rough-in (5 tasks)
  ├── Plumbing rough-in (6 tasks)
  ├── Install cabinets (12 tasks)
  └── Paint & finish (7 tasks)

Generated Milestones:
  ├── Milestone 1: Demolition → 8 SOW tasks
  ├── Milestone 2: Rough-Ins → 11 SOW tasks
  ├── Milestone 3: Cabinets → 12 SOW tasks
  └── Milestone 4: Finishes → 7 SOW tasks

Method 3: Manual Creation

Custom milestones:

Click "+ New Milestone"
Enter milestone details:
- Name: Descriptive title
- Description: What's included
- Budget: Dollar amount
- Due Date: Target completion
- Payment %: Percent of total
Define deliverables (checklist)
Attach SOW tasks (optional)
Add inspection requirements
Save milestone

Milestone Interface

Milestone Card

Information displayed:

┌─────────────────────────────────────────┐
│ ⚙️ Milestone 2: Rough-Ins Complete      │
│ Status: In Progress (65%)               │
├─────────────────────────────────────────┤
│ Budget: $8,500                          │
│ Completed: $5,525 (65%)                 │
│ Remaining: $2,975                       │
├─────────────────────────────────────────┤
│ Due: Jan 15, 2025 (5 days away)        │
│ Started: Jan 2, 2025                    │
│ Duration: 11 days so far                │
├─────────────────────────────────────────┤
│ Deliverables: 8 of 12 complete         │
│ SOW Tasks: 15 of 22 complete            │
├─────────────────────────────────────────┤
│ Actions:                                │
│ [ Mark Complete ] [ Request Draw ]      │
│ [ View Details ] [ Edit ]               │
└─────────────────────────────────────────┘

Milestone Status

Lifecycle:

Not Started (Gray)

Future milestone
Budget allocated
Date not reached
Dependencies not met

In Progress (Blue)

Work underway
Time tracking active
Materials being consumed
Progress tracked

Ready for Inspection (Yellow)

Contractor says complete
Awaiting your inspection
Review deliverables
Take photos

Approved (Green)

You approved completion
Draw request can be created
Payment due
Next milestone can start

Paid (Dark Green)

Draw request paid
Funds released
Milestone closed
Documented complete

Progress Tracking

Real-time completion:

Automatic tracking from:

✅ SOW tasks completed
✅ Time logged to milestone
✅ Materials consumed
✅ Budget spent

Manual tracking:

Deliverable checklist
Photo documentation
Inspection notes
Contractor updates

Progress display:

Milestone 3: Cabinets & Counters - 45% Complete

Progress breakdown:
  SOW Tasks: 7 of 15 complete (47%)
  Deliverables: 3 of 8 checked (38%)
  Budget spent: $7,800 of $18,000 (43%)
  Time logged: 95 of 200 hours (48%)

Average progress: 44% → Rounded to 45%

Deliverables & Checklists

Defining Deliverables

What must be complete:

Milestone: Rough-Ins Complete

Deliverables checklist:

Plumbing:
☐ All supply lines installed
☐ All drain lines installed
☐ Pressure test passed
☐ Inspection approved

Electrical:
☐ All circuits wired
☐ Panel labeled
☐ GFCI protection added
☐ Inspection approved

HVAC:
☐ Ductwork installed
☐ Unit connected
☐ Registers placed
☐ Airflow tested

General:
☐ All walls insulated
☐ Work area cleaned
☐ Photos documented
☐ Ready for drywall

Inspection Checklist

Quality verification:

Review Deliverables: Each item complete?
Inspect Quality: Work meets standards?
Test Function: Everything works?
Check Code: Permits approved?
Document Issues: Punch list created?
Take Photos: Before/after evidence
Contractor Walk-through: Address concerns
Approve or Reject: Make decision

Inspection form:

Milestone: Kitchen Cabinets Installed
Inspector: [Your Name]
Date: [Inspection Date]

Item Checklist:
☑️ All cabinets level and plumb
☑️ Doors open/close smoothly
☑️ Drawers glide properly
☑️ Hardware installed correctly
☐ Countertops templated (pending)
☑️ Under-cabinet lighting works
☑️ Cleanup complete

Issues found:
- Two doors need hinge adjustment
- One drawer front slightly crooked
- Touch-up paint needed on one box

Action: Approved with punch list
Contractor to fix within 3 days

Draw Requests

What is a Draw Request?

A formal payment request tied to milestone completion:

Components:

Milestone reference
Work completed description
Amount requested
Supporting documentation
Lien waivers (if applicable)
Approval workflow

Creating Draw Requests

Workflow:

Contractor completes milestone
Contractor notifies you
You inspect work
Review deliverables checklist
Click "Request Draw"
System prefills:
- Milestone name
- Budget allocated
- Work description
Add documentation:
- Photos of completed work
- Inspection reports
- Permit approvals
Review amount
Submit for approval
Process payment

Draw Request Details

Information required:

Milestone: Kitchen Cabinets Complete
Contractor: ABC Construction
Request Date: January 20, 2025

Requested Amount: $18,000

Work Completed:

All upper cabinets installed and leveled
All lower cabinets installed and leveled
Doors and drawers adjusted
Hardware mounted
Cabinet boxes secured to studs
Toe kicks installed
Touch-up complete

Supporting Documentation:

15 completion photos
County inspection passed
Deliverables checklist (8/8 complete)
Contractor sign-off

Lien Waiver: Conditional upon payment

Your Approval: ☑️ Work inspected and approved ☑️ Quality meets expectations ☑️ All deliverables complete ☑️ Ready for payment

Draw Approval Process

Step-by-step:

1. Contractor Request

Contractor marks milestone complete
Requests draw payment
Uploads documentation

2. Your Notification

Email alert
In-app notification
SMS (if enabled)

3. Your Inspection

Schedule site visit
Review work quality
Check deliverables
Document any issues

4. Your Decision

Approve:

Work meets standards
Create payment
Release funds

Approve with Punch List:

Work mostly complete
Minor fixes needed
Hold 10% until fixed

Reject:

Work incomplete
Quality issues
Request fixes first

5. Payment Processing

Log payment method
Record check/transfer details
Mark draw as paid
Close milestone

Retention

Hold back funds for quality:

Standard retention: 5-10% of each draw

Example:

Milestone 2: Rough-Ins
Total value: $8,500
Payment now: $7,650 (90%)
Retention held: $850 (10%)

Retention released when:
  All work complete
  Final inspection passed
  30-day warranty period over
  No defects found

Tracking retention:

Project: Kitchen Renovation
Total Budget: $45,000
Total Retention: $4,500 (10%)

Retention by Milestone:
  M1: Demo ($300) - Held
  M2: Rough-ins ($850) - Held
  M3: Drywall ($450) - Held
  M4: Cabinets ($1,800) - Held
  M5: Finishes ($600) - Held
  Final ($500) - Held

Release Retention:
  ☐ Final punch list complete
  ☐ 30 days post-completion
  ☐ No warranty claims
  ☐ Lien waivers received
  
  [Release All Retention] button

Milestone Dependencies

Sequential Milestones

Enforce order:

Can't start Milestone 3
  Until Milestone 2 is approved

Example:
  Milestone 2: Rough-Ins ✅ Approved
    ↓
  Milestone 3: Drywall 🔓 Can Start
    ↓
  Milestone 4: Cabinets 🔒 Blocked

Setting dependencies:

Edit milestone
Click "Dependencies"
Select "Must Complete First"
Choose prior milestone(s)
Save dependency

Benefits:

Logical work order
Prevents rushing
Quality control
Payment protection

Parallel Milestones

Multiple tracks:

Milestone 3A: Interior Paint (5 days)
Milestone 3B: Exterior Paint (5 days)

Can run simultaneously
Both must complete before:
  ↓
Milestone 4: Finishes

Use cases:

Different contractors
Separate areas
Independent work
Faster completion

Budget Allocation

Distributing Funds

Percentage method:

Total Budget: $45,000

Milestone	%	Amount
Demo	10%	$4,500
Rough-Ins	20%	$9,000
Drywall	10%	$4,500
Cabinets	40%	$18,000
Finishes	15%	$6,750
Retention	5%	$2,250
Total	100%	$45,000

Adjusting Allocations

Rebalance as needed:

Scenario: Cabinets cost more than expected

Original:

Cabinets: $18,000 budgeted
Finishes: $6,750 budgeted

Actual:

Cabinets: $20,500 needed (+$2,500)
Finishes: Reduce to $4,250 (-$2,500)

Reallocation:

Click "Adjust Budget"
Increase Cabinets milestone
Decrease Finishes milestone
Total stays at $45,000
Save changes
Document reason

Timeline Management

Setting Due Dates

Realistic scheduling:

Consider:

Contractor availability
Material lead times
Inspection requirements
Weather (exterior work)
Permit processing
Your schedule

Example timeline:

Week 1: Demolition (5 days)
Week 2: Rough-ins start
Week 3-4: Rough-ins complete, inspections
Week 5: Drywall & paint
Week 6: Cabinet delivery
Week 7-8: Cabinet installation
Week 9: Finishes & punch list
Week 10: Final inspection, retention release

Tracking Delays

Monitor schedule:

On-time milestones: Green
Delayed milestones: Red with days overdue

Delay tracking:

Milestone 2: Rough-Ins
  Due: January 15
  Today: January 20
  Status: 5 days overdue ⚠️
  
  Delay reasons:
  - Inspector no-show (2 days)
  - Material backorder (2 days)
  - Weather delay (1 day)

Adjust downstream:

Push subsequent dates
Update completion estimate
Notify stakeholders
Document reasons

Photo Documentation

Milestone Photos

Capture progress:

Before milestone:

Starting conditions
Pre-existing issues
Scope clarity

During milestone:

Work in progress
Problems discovered
Changes made

After milestone:

Completed work
Quality verification
Punch list items

Photos per milestone: 10-20 recommended

Photo Organization

Tagging system:

Milestone 2: Rough-Ins
├── Before (5 photos)
│   ├── Kitchen walls exposed
│   ├── Existing plumbing visible
│   └── Electrical panel access
│
├── In Progress (8 photos)
│   ├── New PEX lines installed
│   ├── Wire runs in place
│   └── HVAC ductwork
│
└── Complete (12 photos)
    ├── Final plumbing layout
    ├── Electrical panel labeled
    ├── All rough-ins complete
    └── Inspector approval sticker

Contractor Communication

Milestone Notifications

Automatic alerts:

To contractor:

Milestone approved → Start work
Deliverables list → Know expectations
Inspection scheduled → Be present
Draw approved → Payment coming

To you:

Milestone started → Work beginning
Milestone complete → Inspection needed
Draw requested → Approval needed
Issues reported → Attention required

Contractor Portal Access

What contractors see:

Current milestone details
Deliverables checklist
Budget allocated
Due date
SOW tasks assigned
Material lists
Time tracking
Photo uploads

What contractors CAN'T see:

Other milestones' budgets
Your total project cost
Retention amounts
Your inspection notes
Other contractor bids

Reports & Analytics

Milestone Progress Report

Overview:

Kitchen Renovation - Milestone Status

Overall Progress: 68% Complete
On Schedule: 3 milestones
Delayed: 1 milestone
Budget Used: $28,750 of $45,000 (64%)

Milestone Breakdown:
✅ M1: Demo - Complete, On Budget
✅ M2: Rough-Ins - Complete, $200 over
✅ M3: Drywall - Complete, $150 under
🔵 M4: Cabinets - 45% done, on schedule
⬜ M5: Finishes - Not started
⬜ M6: Retention - Pending

Payment History

Draw requests:

Date	Milestone	Requested	Approved	Paid	Status
1/5	Demo	$4,500	$4,500	✅	Paid
1/18	Rough-Ins	$9,000	$8,700	✅	Paid ($300 held)
2/1	Drywall	$4,500	$4,350	✅	Paid ($150 held)
2/15	Cabinets	$18,000	Pending	⏳	Under review

Total Paid: $17,550
Total Retention: $600
Remaining Budget: $26,850

Best Practices

Milestone Planning

Use Industry Standards: Follow typical renovation phases
Keep Milestones Measurable: Clear completion criteria
Set Realistic Dates: Buffer for delays
Balance Payments: Don't front-load contractor
Hold Retention: Protect final quality
Document Everything: Photos, inspections, approvals
Communicate Clearly: Expectations upfront

Payment Management

Inspect Before Paying: Always verify completion
Use Punch Lists: Address minor issues
Hold 10% Retention: Standard practice
Get Lien Waivers: Before final payment
Pay Promptly: After approval (maintain goodwill)
Track All Payments: Documentation for taxes
Budget 20% Extra: Contingency for overruns

Quality Control

Define Deliverables: Clear checklist for each milestone
Schedule Inspections: Proactive, not reactive
Take Lots of Photos: Evidence of progress/problems
Test Everything: Don't assume it works
Get Permits Approved: Before paying
Walk-through with Contractor: Address concerns together
Don't Rush: Quality over speed

Troubleshooting

"Milestone Shows Incorrect Progress"

Check:

Are SOW tasks linked?
Is time being logged correctly?
Are materials synced?
Manual progress override?

Solution:

Verify task assignments
Check time entries
Sync materials
Manually adjust if needed

"Can't Request Draw Payment"

Requirements:

Milestone marked complete
Deliverables checked off
Photos uploaded
Inspection notes added