> For the complete documentation index, see [llms.txt](https://admin-services.docs.intersectmbo.org/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://admin-services.docs.intersectmbo.org/guides/vendor-guides/2-delivery-and-milestone-management/how-to-submit-milestones.md).

# How To - Submit Milestones

## Guide Overview

At this point your vendor smart contract should already be deployed and active. The following guide will walk you through how to submit evidence and withdraw a milestone payment. 

**You will find links to the Milestone Acceptance Form Templates and Milestone Acceptance Form Examples at the bottom of this page.**

***

## **Process to submit a milestone**

Your vendor smart contract commits your project and delivery schedule; milestone name, deliverable, payment date and amount, immutably to the Cardano blockchain. This metadata and any subsequent agreed changes will be publicly available.

{% stepper %}
{% step %}

### **Step 1: Prepare and Share Your Milestone Acceptance Form**

In your agreed communication channel with the Intersect Delivery Assurance team, you must provide a completed Milestone Acceptance Form for each milestone. This must be done **on or before the Milestone Completion Date** stated in your legal contract.

#### **Best practice tip**

It is helpful to **prepare a Milestone Acceptance Form** for each milestone in advance. Share drafts early and work on them openly with the Delivery Assurance team. They may be able to give feedback throughout the process, not just at the end. This usually speeds up review and acceptance.

The Delivery Assurance team will review your Milestone Acceptance Form and confirm whether the evidence meets the deliverables and acceptance criteria in your contract.

#### **If your Milestone Acceptance Form is accepted**

* The Delivery Assurance team will host your completed form and give you a link to it.
* You will use this link later when submitting evidence on‑chain.
* (If agreed in advance, you may host the form yourself and provide the link.)

#### **If your Milestone Acceptance Form is not accepted, or not submitted on time**

* The Delivery Assurance team will explain why it is not acceptable and tell you what needs to be fixed.
* If no Milestone Acceptance Form is provided at all, the Delivery Assurance team will recommend pausing the current milestone and all future milestones.

{% endstep %}

{% step %}

### **Step 2: Log in to the Smart Contract Administration Dashboard**

1. Go to:\
   [**https://treasury.sundae.fi/instances**](https://treasury.sundae.fi/instances)
2. Log in using the wallet or credential you provided in your legal contract.

<figure><img src="https://2481018198-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIRp51uGU1I74w1Nk9JvV%2Fuploads%2F3QtOvCb51a9YiAL2mpJE%2Fimage.jpg?alt=media&amp;token=bb426dbc-48b6-43dc-9f6f-c0a2bcb6d425" alt="" width="375"><figcaption></figcaption></figure>

{% endstep %}

{% step %}

### **Step 3: Find Your Vendor Smart Contract**

1. Navigate to your vendor smart contract.\
   The contract name will usually match (or be a shortened version of) your legal contract name.
2. Smart contracts where you have available actions will be highlighted.

<figure><img src="https://2481018198-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIRp51uGU1I74w1Nk9JvV%2Fuploads%2F1QsSFuKIPISfvxVWk2uG%2Fimage%20(1).jpg?alt=media&amp;token=0233cd9a-f079-4171-b235-d1b6b825385a" alt="" width="375"><figcaption></figcaption></figure>
{% endstep %}

{% step %}

### **Step 4: Submit Your Evidence On‑Chain**

1. Open the project (Dashboard → Budgets → your instance → project).
2. Click Submit Evidence (bottom action bar).
3. In the Submit Evidence modal:
   * Milestone – open the dropdown and select the milestone you're submitting for. Milestones that already have approved evidence show as greyed out with *"Approved · no evidence needed."*
   * Description – describe the work completed for this milestone.
   * Evidence Items – click Choose a file and select your file.&#x20;
     * Note the on-screen warning: *uploaded files are public and permanent, published to public IPFS, readable by anyone without a wallet, and cannot be deleted - never attach personal, bank, or confidential data; use the invoice flow for that instead.*
   * Each uploaded file gets an editable label field.
   * Optionally click + Add Evidence Item to attach more files.
4. Click Submit Evidence.
   {% endstep %}

{% step %}

### Step 5: Confirm in wallet (two-step signing)

1. Wallet opens with a "You've got data to confirm" screen. Enter your password and click Sign. This creates the evidence upload ticket.
2. Wallet opens a second time with a full on-chain transaction to review ("Please review the transaction before confirming"). Confirm the signing wallet, enter your password again, and click Sign.
3. The app will show an "Evidence submitted" confirmation: *"Your milestone evidence was submitted successfully and is being processed on-chain."*
4. The action bar shows a "Pending Confirmation…" state while the transaction confirms on-chain.
   {% endstep %}

{% step %}

### Review the submitted evidence

1. Once confirmed, the milestone's Evidence column updates to show "1 item" and the Submit Evidence button becomes available again for other milestones.
2. A Submit additional evidence option is also available from this expanded view if more evidence is needed later.

{% hint style="warning" %}

#### **Important**

* If you do not submit a Milestone Acceptance Form on or before the Milestone Completion Date, or do not submit evidence at all, your smart contract payment date may be paused.
* Many organisations still require invoices. Submit your invoice within **5 working days** of the Milestone Completion Date, following your contract instructions.
* Failure to submit invoices may also result in payment delays or paused milestones.
  {% endhint %}
  {% endstep %}

{% step %}

### Video Explainer

Here is a video showing you how to upload your MAF -&#x20;

{% embed url="<https://drive.google.com/file/d/1ZJxGLZ1Io4DvUjq9NRrl7APGcqPfSS2m/view?usp=drive_link>" %}

{% endstep %}

{% step %}

### **Step 8: Withdraw Your Available Payments**

<figure><img src="https://2481018198-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIRp51uGU1I74w1Nk9JvV%2Fuploads%2Fq5zYDlB2oQrdF5wttBQa%2Fimage.png?alt=media&amp;token=63613544-c896-44fc-ae89-ab57b6e25a02" alt="" width="431"><figcaption></figcaption></figure>

Once your evidence is submitted, you may choose the option: “Withdraw All Available Payments". Follow the prompts to withdraw any milestone payments that have reached their payment date.
{% endstep %}
{% endstepper %}

{% hint style="warning" %}

#### **Important**

Withdrawing payments **without providing evidence** may result in all future milestones being paused.
{% endhint %}

## **Additional Information**

Where possible, on‑chain smart contracts will be used to manage your project’s treasury funds. The following resources explain how smart contracts work within Intersect’s administration:

* [Smart Contract Dashboard](https://treasury.sundae.fi/)
* [Smart Contracts and Cardano Budgets Blog](https://www.intersectmbo.org/news/%EF%B8%8F-smart-contracts-and-cardano-budgets)
* [Smart Contracts as Part of Intersect’s Administration – Knowledge Base](/governance/smart-contracts.md)
* [Treasury Oversight Management](/governance/the-oversight-committee/how-the-oversight-committee-protects-vendors-and-treasury-funds.md)

***

## Downloads and Resources

<table data-view="cards"><thead><tr><th></th><th data-type="files"></th><th data-type="content-ref"></th><th data-hidden data-card-target data-type="content-ref"></th><th data-hidden data-card-cover data-type="image">Cover image</th></tr></thead><tbody><tr><td><h4>Download MAF Template</h4></td><td><a href="https://2481018198-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIRp51uGU1I74w1Nk9JvV%2Fuploads%2FeUk6VgWA6lBBKkqut8Iq%2FMAF%20Template%202026.docx?alt=media&amp;token=b7f4f777-7bc6-45f2-b5b5-c19bdef1d82d">MAF Template 2026.docx</a></td><td></td><td><a href="https://drive.google.com/drive/folders/1TMML86qVxOOy-Eufm5QqhVKCIruCSdMp">https://drive.google.com/drive/folders/1TMML86qVxOOy-Eufm5QqhVKCIruCSdMp</a></td><td><a href="https://2481018198-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIRp51uGU1I74w1Nk9JvV%2Fuploads%2FY9iy3TFdf5TCKc7GmYCT%2FTemplates.png?alt=media&amp;token=1d6518e9-a685-49b4-9612-009ff3f785b4">Templates.png</a></td></tr><tr><td><h4>Download MAF Examples</h4></td><td><a href="https://2481018198-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIRp51uGU1I74w1Nk9JvV%2Fuploads%2F9zq9NkjvQW94Waoj0Agf%2FGood%20Example%20of%20a%20MAF.docx?alt=media&amp;token=53787271-a231-4c2c-986a-fbe428006c6f">Good Example of a MAF.docx</a></td><td></td><td><a href="https://drive.google.com/file/d/18Yfv9rwKgayv1cVPzSj3QNOJP37UbIxZ/view?usp=drive_link">https://drive.google.com/file/d/18Yfv9rwKgayv1cVPzSj3QNOJP37UbIxZ/view?usp=drive_link</a></td><td><a href="https://2481018198-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIRp51uGU1I74w1Nk9JvV%2Fuploads%2FQ8yD9vbCzpxuSg4QEduJ%2FExamples.png?alt=media&amp;token=7ef2bd35-b712-4aca-b86c-75819e366a08">Examples.png</a></td></tr><tr><td><h4>Best Practice Policy</h4></td><td></td><td><a href="/governance/policies-and-guidance/delivery-assurance-process-and-best-practice-policy.md">Delivery Assurance Process and Best Practice Policy</a></td><td><a href="/governance/policies-and-guidance/delivery-assurance-process-and-best-practice-policy.md">Delivery Assurance Process and Best Practice Policy</a></td><td><a href="https://2481018198-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIRp51uGU1I74w1Nk9JvV%2Fuploads%2FpuSpP5vkxqVuZfbevYB1%2FHow%20to%20Manage%20Contract%20Changes.png?alt=media&amp;token=b1be5aa2-d67e-41d7-ba75-e6087174e441">How to Manage Contract Changes.png</a></td></tr></tbody></table>

***

<h3 align="center">Need Templates or Supporting Documents?</h3>

{% columns fullWidth="true" %}
{% column width="41.66666666666667%" %}

<figure><img src="https://2481018198-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIRp51uGU1I74w1Nk9JvV%2Fuploads%2FiGRYHiejYFxaIQX2GGXo%2Fillu-fans-rgb%20(1).png?alt=media&amp;token=707dfce8-aacc-4884-8ffa-8adfbd7f62ac" alt=""><figcaption></figcaption></figure>
{% endcolumn %}

{% column width="58.33333333333333%" valign="middle" %}
Find proposal templates, guidance documents, and downloadable resources to support your submission.

<a href="/resources/resources.md" class="button secondary">Visit the Resources Page</a>   <a href="/guides/vendor-guides.md" class="button primary">Visit the Vendor Hub</a>

{% endcolumn %}
{% endcolumns %}


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