Capability template for finance and accounting
Lender draw package index
Before a monthly draw goes to the lender, the project finance lead has an index in the lender’s own order: every required document listed or missing, and every invoice set against the ledger. The lender decides funding; nothing is submitted.
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The outcome
The finance lead opens the draw knowing what is in the package and what is not. The index follows the lender’s checklist item by item. Each item reads complete, incomplete or missing, and each gap is a numbered line naming the document, the payee or invoice it concerns and the person to ask.
The draw schedule is also set beside the accounting ledger, invoice by invoice. A cost that is not posted, an amount that differs, a budget line that does not agree and a posted cost that is absent from the draw all appear with their amounts, and the totals are reconciled by budget line.
The index lists and compares. It reads no document for its content, says nothing about lien status or title, and does not decide whether the lender will fund.
Who starts the work, and when
The project accountant or a finance coordinator starts it when the monthly draw-preparation date arrives, once the month’s costs are posted and the attachments have been gathered. It can run again as gaps are closed, and each run shows what is still open.
The project finance lead reviews the index and decides whether the package is submitted. The lender’s reviewers decide funding. Anyone who needs a legal document reviewed sends it to the people who do that work.
What they supply
- The lender’s checklist for the draw, with its sections and the scope of each item.
- The draw schedule: each invoice in the draw, its payee, budget line and amount.
- The accounting export for the period.
- A list of the attachments gathered: which checklist item each serves, for which payee or invoice, its file name and its date.
- Settings: the project, the draw number, the period, the total entered on the lender’s form and the ledger statuses that count as posted.
What comes out
One page in a fixed order. It shows the basis, the checks that agreed, the index in the lender’s order, the missing attachments, the draw schedule against the ledger with a reconciliation by budget line, and the draw amount against the lender’s form. A group with nothing in it says so. A closing line says that the finance lead approves submission and the lender decides funding.
An invented example
Illustrative example with invented data. An invented apartment project, "Project Delta", with an invented lender, contractor and suppliers. Every figure below is made up for this page, and no real company, person or project is meant. The project accountant supplies five documents and a few settings, and receives one page.
What the project accountant supplies
Settings. Project: Project Delta. Draw 5, period 1 October to 31 October 2026. Draw amount entered on the lender's form: 487,500.00. Ledger statuses that count as posted: Posted. Role asked about ledger differences: project accountant. Lender: Lender X, checklist version of 1 September 2026. Accounting export as of 2 November 2026; attachments list as of 2 November 2026.
The lender's checklist (Lender X, version of 1 September 2026).
Item,Section,Document required,Scope,Required,Ask
1,Cost,Invoice for each cost in the draw,Invoice,Yes,Accounts payable
2,Cost,Lien waiver for each payee,Payee,Yes,Project manager
3,Progress,Contractor's pay application,Draw,Yes,Project accountant
4,Progress,Inspection report for the period,Draw,Yes,Project manager
5,Title,Title date-down report,Draw,Yes,Project finance lead
6,Insurance,Insurance certificate update,Draw,No,Project finance lead
The draw schedule.
Invoice,Payee,Budget line,Amount
A-1101,Contractor A,Hard costs,412500.00
S-2207,Supplier B,Site work,38250.00
D-0415,Design Firm C,Soft costs,12400.00
P-3390,Supplier D,Soft costs,6850.00
E-0188,Supplier E,Site work,9200.00
F-0770,Insurance Broker F,Soft costs,4300.00
The accounting export (as of 2 November 2026).
Invoice,Payee,Posting date,Amount,Budget line,Status
A-1101,Contractor A,2026-10-28,412500.00,Hard costs,Posted
S-2207,Supplier B,2026-10-15,38250.00,Site work,Posted
D-0415,Design Firm C,2026-10-09,12400.00,Hard costs,Posted
P-3390,Supplier D,2026-10-20,6580.00,Soft costs,Posted
F-0770,Insurance Broker F,2026-10-30,4300.00,Soft costs,Entered
S-2231,Supplier B,2026-10-22,15000.00,Site work,Posted
The attachments listed (as of 2 November 2026).
Item,Payee,Invoice,File name,Document date
1,Contractor A,A-1101,a-1101.pdf,2026-10-27
1,Supplier B,S-2207,s-2207.pdf,2026-10-14
1,Design Firm C,D-0415,d-0415.pdf,2026-10-08
1,Supplier D,P-3390,p-3390.pdf,2026-10-19
1,Insurance Broker F,F-0770,f-0770.pdf,2026-10-29
2,Contractor A,,waiver-contractor-a.pdf,2026-10-30
2,Supplier B,,waiver-supplier-b.pdf,2026-10-30
2,Design Firm C,,waiver-design-firm-c.pdf,2026-10-30
2,Supplier D,,waiver-supplier-d.pdf,2026-10-30
3,,,pay-app-5.pdf,2026-11-02
5,,,title-date-down-oct.pdf,2026-10-30
8,,,site-photos.zip,2026-10-30
What comes out
LENDER DRAW PACKAGE INDEX: Project Delta, draw 5, period 1 October 2026 to 31 October 2026
Prepared for: the project finance lead. Basis: Lender X checklist of 1 September 2026; draw schedule of 6 invoices; accounting export as of 2 November 2026; attachments listed as of 2 November 2026.
Settings used: statuses counted as posted: Posted; draw amount on the lender's form: 487,500.00; role asked about ledger differences: project accountant.
Totals: 5 required items: 2 complete, 2 incomplete, 1 missing. 1 optional item: 0 supplied. 4 missing attachments. 5 differences between the draw and the ledger, counting ledger entries not in the draw.
Checks that agree: The draw schedule has 6 invoices, each with a different invoice number. Invoices A-1101 and S-2207 agree with the ledger on payee, amount, budget line and status. For the 5 invoices found in the ledger, the payee agrees with the draw schedule. Items 3 and 5 each have a file name and a date. Every attachment row that names an invoice or a payee names one that is in the draw schedule.
A. Index in the lender's order
1. Cost: Invoice for each cost in the draw (each invoice). Incomplete, 5 of 6 invoices listed. Missing: M1.
2. Cost: Lien waiver for each payee (each payee). Incomplete, 4 of 6 payees listed. Missing: M2, M3.
3. Progress: Contractor's pay application (the draw). Complete: pay-app-5.pdf, dated 2026-11-02.
4. Progress: Inspection report for the period (the draw). Missing: M4.
5. Title: Title date-down report (the draw). Complete: title-date-down-oct.pdf, dated 2026-10-30.
6. Insurance: Insurance certificate update (the draw), optional. Not supplied.
Listed but not on the checklist: item 8, site-photos.zip, dated 2026-10-30.
B. Missing attachments
M1. Item 1, Invoice for each cost in the draw: invoice E-0188, Supplier E. Ask: Accounts payable.
M2. Item 2, Lien waiver for each payee: Supplier E. Ask: Project manager.
M3. Item 2, Lien waiver for each payee: Insurance Broker F. Ask: Project manager.
M4. Item 4, Inspection report for the period: the draw. Ask: Project manager.
C. Draw schedule against the ledger
D1. D-0415, Design Firm C: budget line is Soft costs in the draw and Hard costs in the ledger; amount 12,400.00 agrees. Ask: project accountant.
D2. P-3390, Supplier D: amount is 6,850.00 in the draw and 6,580.00 in the ledger; difference 270.00. Ask: project accountant.
D3. E-0188, Supplier E: 9,200.00, Site work, in the draw; not found in the ledger export. Ask: project accountant.
D4. F-0770, Insurance Broker F: ledger status is Entered, which is not a posted status; amount 4,300.00 and budget line agree. Ask: project accountant.
D5. S-2231, Supplier B: posted 2026-10-22 for 15,000.00, Site work, in the ledger; not in the draw schedule. Ask: project accountant.
By budget line (the draw's invoices by the draw's budget line; the ledger's entries for those same invoices by the ledger's budget line; difference is draw minus ledger):
- Hard costs: draw 412,500.00; ledger 424,900.00; difference -12,400.00 (D1).
- Site work: draw 47,450.00; ledger 38,250.00; difference 9,200.00 (D3).
- Soft costs: draw 23,550.00; ledger 10,880.00; difference 12,670.00 (D1, D2).
Total: draw 483,500.00; ledger 474,030.00; difference 9,470.00, made up of 9,200.00 not found (D3) and 270.00 in amount differences (D2).
D. Draw amount
The draw schedule totals 483,500.00. The lender's form shows 487,500.00. Difference 4,000.00, the form being higher. Ask: project finance lead.
Not checked: the contents of every attachment; lien status and title; the pay application's figures, which pay application line check covers; whether any amount is within the loan budget. These last two are listed because a reader might assume them checked.
The project finance lead approves submission. The lender decides funding. This index records which documents were listed, reads no document for its content, says nothing about lien status or title, submits nothing and changes no record.
Where it fits
- Finance and accounting, where the project finance lead owns the draw and its support.
- Construction, where a monthly draw follows the month’s invoices, the progress billing and the site reports.
- Real estate, for owners and developers who draw on a construction loan and answer to the lender each month.
- Established businesses, where several projects draw in the same week.
- Growth & scaling, when the number of draws outgrows a careful hand check of each package.
It stays apart from pay application line check, which compares a contractor’s billing with the schedule of values, the changes and the site evidence; here the pay application is only a document that is listed. It also stays apart from thirteen-week cash flow forecast, which looks ahead at cash, while this index looks at one month’s package.
What has to change for your company
Put your lender’s checklist in the stated columns, in the lender’s order, and name for each item the role to ask when it is missing. Set the ledger statuses that count as posted and the role asked about ledger differences. Decide who gathers the attachments and who sends the package. Keep legal documents out of the assistant’s hands: it lists that a document was supplied and its date, and a question about what a document says goes to the people who answer it.
What has been checked
Fully Powered AI wrote this capability template. It was editorially reviewed on 10 November 2026. It was tried on its invented example in Claude on 10 November 2026, then edited and run again on the same example by the editing session, and the record is published with it. It has not yet been tested in a client environment.
Testing in your environment means running it on two or three past draws the finance lead already knows, with cases written in advance: an invoice missing from the ledger, an amount that differs, a payee with no attachment listed, a ledger entry that is not posted. The finance lead checks every line against the lender’s checklist and the ledger before anyone relies on it. Pilot acceptance-test preparation sets those cases up.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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