Logging requested amounts from your draw documents keeps your budget and draw in line with what the borrower submitted. Updates are tied to the documents that support it, so you can check each amount against its source before anything is saved. Budget adjustments are also recorded with a clear audit trail.
What you can do
Read amounts and requested retainage from several documents at once, such as a draw summary plus pay applications and invoices
See suggested new line items when a document lists a cost your budget doesn't have yet
Compare each proposed amount side by side with the document it came from
In-line editing of amounts by hand when there's no document, or override what Rabbet read
See who applied each change, when, and from which document in line item history
What’s changed
New way to process draw summaries
New way to process sworn owner statements
What’s not changed
Tracking stored materials
Assigning vendors to line items
Who should use it
Lenders, particularly those who are tracking detailed hard costs, tracking draw summaries with pay applications, sworn owner statements and GC sworn statements, or have non-standard borrower documents that traditional pay application document reading is unsuccessful.
Note, this feature is not yet available for HUD workflows or Developer workflows.
Before you start
Choose how requested amounts update on your project
Each project has a setting that controls how documents update a draw’s requested amounts. To set it, go to Project Settings, open Project details and find Draw settings.
How do you want to update requested amounts on this project?
Log requested amounts: selected documents: From the draw budget, select ‘log requested amounts’ and select one or more documents, including draw summaries, sworn owner statements, pay applications and/or invoices. The system will read the document(s) and make suggested budget adjustments and requested amounts to review and apply.
Document workflow: pay applications & invoices: From the document viewer, view pay application and invoices. Review proposed requested amounts by line items and set requested amounts by applying to the draw.
Document workflow: draw summaries: From the document viewer, view draw summary and review and apply amounts requested. Invoices and pay applications are kept as supporting documentation and don’t change requested amounts.
Log requested amounts
Open the draw, go to the Budget tab and click Log requested amounts in the top right.
Log requested amounts has three steps, which are shown at the top of the screen:
Select documents, Budget changes and Requested amounts.
1. Select documents
Check the documents on the draw that you want to use. Draw summaries, sworn statements, pay applications, invoices and cover sheets appear first. Click Show more document types to see the rest.
To use a file that isn't in Rabbet yet, click Or upload a document that isn't in Rabbet yet and choose its document type. You can upload PDF, XLS, XLSX and XLSM files. Uploaded files are saved to the draw's Documents tab like any other upload.
Click Use selected documents.
Tip: For best results, make sure PDF budgets are upright and have column headers at the top of the page.
If you don't have supporting documents, click Enter amounts manually instead.
2. Review the summary
Rabbet extracts the data from your documents and shows a summary before you review the details. The summary lists:
Budget changes: the net change to the budget and how many line items it affects.
New line items: costs in your documents that aren't in your budget yet.
Requested amounts: the total requested and how many line items it covers.
Check that the totals match what you expect. To add or remove documents, click Change documents. When you're ready, click Continue to Budget changes.
3. Review budget adjustments
The draw's line items appear in a table, with proposed updates in the Updates panel on the right.
Check the overview. The bar above the table shows the net change, the number of changes and any checks that didn't pass, such as a line item that is overdrawn or if the requested amount doesn’t match the draw cover sheet.
Review each update. Each card covers one line item and lists every document that supports it. Open a card to see the source document next to it. You can search the document to find key figures quickly, or download it.
Confirm, edit or dismiss. Click Confirm to accept an update, or edit the amount directly in the table. To reject an update, click Dismiss this update. You can undo a dismissal. To confirm every update with no open issues at once, click Confirm what's ready.
New line items: When a document includes a new cost your budget doesn't have, Rabbet suggests a new line item, which is marked New in the table. Click Edit to open its line item settings. There you can set the line item type, category and expected retainage, and click Add more detail to fill in additional fields. Click Save line item settings when you're done. To add a line item yourself, click + Line item.
When you've finished reviewing, click Continue to Requested amounts.
4. Review requested amounts
The table shows each line item's gross amount requested, retainage and net amount requested for this draw. The Supporting docs column shows how many documents back each amount.
Check the overview. The bar above the table shows the total requested, the number of line items and the results of any checks.
Review each update. Open a card in the Updates panel to see the source document. Then confirm it, dismiss it or edit the amount directly in the table.
When several documents support the same line item:
If the documents show the same amount, they're considered supporting and reflected as a single update.
If the documents show different amounts, they're added together as the total request by default. To use one document's amount instead, select that document on the card.
5. Apply your changes
Add a memo if you'd like to note the reason for the changes. This is optional.
Click Apply changes, review the summary and confirm.
Only the changes you confirm are saved. Updates you haven't reviewed stay in the Updates panel so you can return to them later. To close Log requested amounts without saving, click Discard changes.
Requested amounts appear in the Current Amount Requested column on the draw's Budget tab. Applied budget adjustments appear under Budget Adjustments, along with the name of the person who applied them, the time and the supporting document. This gives your team and your lender a clear record of where each amount came from.
Troubleshooting
Correct the column mapping in a spreadsheet
Rabbet makes a best guess at mapping columns to the requested amounts and retainage, but for Excel files with multiple tabs and columns with ambiguous or non-standard names, you may notice the wrong column is selected. If this is the case you can remap the Excel file by:
Open an update card for the spreadsheet and click Fix column mapping.
Choose the correct tab and columns. For requested amounts, choose the column for this period.
Review the updated amounts before you apply them.
Multiple documents for single line item
When more than one document includes a requested amount for the same line item, the amounts are compared.
Documents show same amounts for single line item
The documents are combined into a single update, and the card lists each supporting document. For example, if a pay application and a draw summary each show a requested amount of $10,000 for concrete, the suggested requested amount is $10,000.
Documents show different amounts for single line item
If the amounts are different, they’re added together as the total request by default. For example, if a pay application shows $10,000 and an invoice shows $15,000, for concrete, the suggested requested amount is $25,000.
Adding the amounts together is correct when each document covers a separate cost. It isn’t correct when the documents report the same but conflicting request. In that case, use the amount from one document only.
In the Updates panel, open the card for the line item.
Open each supporting document to compare its amount.
Select the document whose amount you want to use. The requested amount updates to match that document.
Click Confirm.
Adding documents after you’ve started
Once you’ve started the workflow, you can add additional documents by:
If you’ve already applied updates
Applied changes become part of the draw, and new updates build on them. Select only the new document so amounts you’ve already applied aren’t counted twice.
On the draw’s Budget tab, click Log requested amounts.
Click Change documents.
Clear the documents you’ve already applied, select the new document and click Use selected documents.
Review the new updates and apply the ones you want.
If you haven’t applied updates yet
When you click Use selected documents again, any updates you haven’t applied are replaced with a new set. Keep your earlier documents selected so their updates are included.
On the draw’s Budget tab, click Log requested amounts.
Click Change documents. Your earlier documents are still selected.
Select the new document and click Use selected documents.
Review the updates and apply the ones you want.
Interest-only draws
This new workflow supports a streamlined approach to managing interest only draws using an interest statement or manual update.
Option 1: Upload interest statement
Draw → Budget → Log requested amounts
Upload the interest statement.
Set the document type to Other [Recommended] or Invoice.
Review the interest amount, confirm it's applied to the interest line item, and save.
If type is set to invoice, you will be warned that back up documentation does not match.
To resolve, open invoice document, set vendor, date, invoice number, line item and amount.
Option 2: Enter manually
Draw → Budget → Log requested amounts
Skip to step 3: requested amounts
Manually enter requested amount in-line
Frequently asked questions
My documents aren’t reading correctly 100% of the time, is something wrong?
No, this is expected from any AI-driven document reader. While we have achieved significant improvements in document accuracy with this latest release, it will never be 100% accurate 100% of the time. That’s why we have humans in the loop and have made reviewing changes and correcting exceptions quick and efficient.
Can I use a document marked “Do Not Apply to Draw”?
Yes. This setting is used for the traditional pay app and invoice document workflow and does not impact the new log requested amounts workflow. Any documents selected through this workflow will be read.
Why can’t I open or edit a draw in Log requested amounts?
Draws that have been submitted, received or funded can’t be updated. Once a newer draw exists, older draws open read-only. If neither applies, check that you have permission to edit requested amounts or budget adjustments.
How do I track stored materials?
The Log requested amounts workflow doesn’t capture stored materials. To track them, open the pay application on the draw’s Documents tab and enter stored materials in its review. To learn more, see Pay Applications.
How do I map vendor line items to support lien waiver tracking?
The Log requested amounts workflow doesn’t support tracking vendor line items. To track lien waiver coverage by vendor line item, open each pay application or invoice on the draw’s Documents tab and assign its vendor and line items in the review.