A Practical Way to Standardize Lender Draw Packages
Most teams still build draw packages with spreadsheets, email threads, and last-minute edits. That creates rework, introduces errors, and slows month-end. This post outlines a practical, repeatable workflow for draws that reduces friction, improves auditability, and keeps Accounting in sync.
What reviewers actually expect
Numbers that tie back to approved contracts and invoices
Clear approvals, with who, what, and when
Required documents, such as W-9s and COIs, with status tracking
A concise narrative when exceptions or timing issues exist
Where manual processes break
Copying figures between files creates formula and transposition errors
Approvals in email are hard to audit, and easy to miss
Document hunting delays submission
A single change can trigger a full rebuild of the packet
A standard draw workflow that works
Intake and code
Collect invoices in one place. Apply project, property, and accounting tags consistently. If a required document is missing, flag it and notify the owner.Route approvals and capture evidence
Apply role-based approvals. Record who approved, when it happened, and any comments. Treat that trail as part of the packet, not as an afterthought.Coordinate with Accounting
Hand off approved invoices to the ledger cleanly. Rivur connects to M3 and Sage Intacct, so Accounting can continue posting in the system it trusts, while status returns to operations and vendors.Generate the draw packet
Select the approved items, create the packet, and include the approval evidence. Use a consistent template that aligns with lender expectations.Edit without rework
If an item needs to be removed or corrected, make the change once, and regenerate the packet rather than rebuilding it by hand.Add a cover note when needed
If a reviewer will ask why, add a short cover page that provides context. Save that narrative with the packet so the record is complete.
What to measure as you improve
Prep time per packet
Number of corrections per packet
Missing document rate
Days from month-end to submission
Days from submission to funding
