Construction - final account preparation and agreement

Step by step

1. Confirm responsibility and deadlineJobs

   Confirm practical completion has been certified or a completion date agreed. Assign a named team member to own the final account preparation and establish the contractual submission deadline.

2. Compile variation logJobs

   Collate all issued variation orders, written instructions, and confirmed verbal instructions. Cross-reference against the job record to ensure no approved variation has been missed.

3. Reconcile provisional sumsPurchase Orders

   Replace each provisional sum with actual costs backed by supplier invoices or subcontractor accounts. Attach the evidence to the relevant line in the final account file.

4. Verify daywork recordsJobs

   Check that all daywork sheets were signed at the time of the work. Unsigned daywork is the most commonly disputed item at final account stage. Gather alternative evidence where sign-off is missing.

5. Draft final account documentInvoices

   Compile the final account: original contract sum, all variations and adjustments, provisional sum replacements, daywork, and any contra charges. Calculate the total final contract sum and identify the balance outstanding.

6. Submit final accountInvoices

   Issue the final account submission with full supporting documentation to the employer or main contractor. Record the submission date to track the contractual response timescale.

7. Negotiate and confirm agreementMentions

   Respond promptly to queries or disputed line items with additional backup. Use internal mentions to coordinate responses across the project team. Confirm the agreed sum in writing before proceeding to the final invoice.

8. Issue final invoiceInvoices

   Raise the final payment invoice for the agreed outstanding balance. Record the retention release date in the job record and set a reminder for when the defects liability period expires.