WOSA Yacht Refit & Survey

A marine project management company overseeing yacht refit and survey projects, requiring accurate tracking of work completed, progress claims, and project billing.

The Challenge

WOSA Yacht Refit & Survey managed project delivery through Smartsheet but lacked a structured system for tracking progress claims across ongoing projects.

The existing workflow created several challenges:

Progress claims were calculated manually
Difficult to track incremental completion percentages across billing periods
Risk of invoicing errors and duplicate claims
No reliable way to lock previously approved claim data
Limited controls to prevent accidental edits to finalized billing information

As projects progressed over multiple months, calculating claimable amounts became increasingly time-consuming and prone to mistakes.

The business needed a system that could automate progress claim calculations while maintaining strong controls around approved and invoiced work.

How We Helped

We customized the existing Smartsheet environment to support a structured progress claim workflow.

The solution introduced multiple progress claim stages that allowed project teams to record completion percentages against individual work items throughout the project lifecycle.

The system automatically:

Calculates claimable amounts based on percentage completion
Tracks incremental increases between claim periods
Prevents double billing by accounting for previously invoiced work
Generates accurate claim totals for each billing cycle
Supports multiple progress claim stages throughout the project

To improve governance and data integrity, we also implemented controls that automatically lock completed claim periods and restrict editing of approved financial data.

Additionally, we configured column-level permissions and workflow rules to ensure sensitive project and billing information could only be modified by authorized users.

Results

Eliminated manual progress claim calculations
Improved accuracy of project invoicing
Reduced administrative effort during monthly billing cycles
Prevented accidental modifications to approved claim data
Increased visibility into project completion and claim status
Established a scalable process for managing future projects

What was previously a manual and error-prone billing process became a structured, automated progress claim management system that improved both operational efficiency and financial control.