How quickly do you need to notify a sub-contractor when raising a back charge?

As soon as the issue is identified. Most sub-contracts require written notice before the main contractor remedies the defect themselves, otherwise the right to back charge may be disputed. Notifying on the same day or the next working day creates a clear timeline and gives the sub-contractor a chance to address the problem at lower cost.

Can you back charge a sub-contractor for delays as well as physical damage?

Yes, if the delay is attributable to the sub-contractor and causes the main contractor to incur additional costs - such as bringing in other trades to maintain programme, or paying liquidated damages to the client. The same documentation rules apply: record the delay, its cause, and the resulting costs clearly at the time they occur.

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Workflow Scenario

Construction - Managing a Back Charge

From site issue to deduction. Every step documented.

Step by step

Log the chargeable eventeForms

Record the issue immediately - defective work, property damage, site clean-up failure, or sub-contractor delay - with the date, sub-contractor name, and a clear description.

Issue written notice to sub-contractorJobs

Notify the sub-contractor in writing on the same day, stating the issue, the contract clause relied on, and the timeframe to rectify or respond.

Attach photographic evidenceeForms

Photograph the issue and attach evidence to the notification record. Include an estimated rectification cost to set expectations early.

Monitor sub-contractor responseMentions

Track the sub-contractor's response within the agreed timeframe. If they rectify, document the outcome and close the record - no deduction is needed.

Arrange and cost corrective workPurchase Orders

If the issue is unresolved, arrange corrective work and record all costs against the job: labour hours, materials, plant hire, and additional trade costs.

Issue formal back charge noticeJobs

Compile a formal back charge notice summarizing the event, costs, and evidence. Issue it to the sub-contractor before the next payment cycle.

Apply deduction on payment applicationInvoices

Apply the back charge as a deduction on the sub-contractor's next payment application, with the notice cross-referenced as a line item. Record the net payment against the purchase order.

What this workflow solves

We raise back charges weeks after the event, by which point the sub-contractor disputes the cause and the costs are already higher than they needed to be.

Site managers flag issues verbally or in WhatsApp messages, but when it comes to applying the deduction there is no audit trail we can rely on.

Back charges pile up and get resolved as a lump-sum argument at job close-out, turning a straightforward cost recovery into a drawn-out dispute.

Frequently asked questions

Modules used

Jobs eForms Purchase Orders Invoices Mentions

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