Construction - Final Account Preparation and Agreement

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.

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.

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.

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.

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.

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.

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.

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.

Variations instructed verbally during the project have no written confirmation, making it difficult to substantiate claims in the final account.

Daywork records were not signed off at the time, so the main contractor is now disputing the rates and hours recorded.

The final account was submitted months ago but no response has been received, leaving a significant balance outstanding long after the project completed.