Retention Tracker Template + Final Account Checklist
Free construction retention tracker spreadsheet and final account checklist. Track retention across all projects, release dates, and ensure nothing slips through.
Overview
Retention can represent a significant portion of your profit. Across multiple projects, it's easy to lose track of what's held, when it's due for release, and what documentation is needed. These templates help you stay on top of retention and close out projects cleanly.
What is Retention in Construction?
Retention is a percentage of each payment withheld by the client as security against defects. It's typically 5% of the contract value, with half released at practical completion and the remainder at the end of the defects liability period (usually 12 months later).
- Typical retention: 5% (some contracts use 3%)
- First half released at practical completion
- Second half released after defects liability period
- Some contracts cap total retention at a maximum amount
Why Track Retention Carefully?
On a £500,000 contract with 5% retention, you're owed £25,000 that could be forgotten. Multiply this across multiple projects and retention can represent hundreds of thousands in working capital tied up unnecessarily.
- Retention directly impacts your cashflow
- Release dates are easy to miss
- Documentation requirements vary by contract
- Disputes can delay release further
Using the Retention Tracker
Our Excel retention tracker helps you monitor all retention across your projects in one place. It calculates release dates, tracks amounts, and highlights upcoming releases so nothing falls through the cracks.
- Enter project details and retention percentage
- Track practical completion and DLP end dates
- Automatic calculation of release amounts
- Colour-coded status for easy review
- Summary dashboard of total retention held
The Final Account Process
Final account is the process of agreeing the final contract value and closing out commercially. A clear, documented process helps avoid disputes and speeds up the release of retention.
- Compile all variations and agreed costs
- Document any claims or disputed items
- Reconcile payments received vs contract value
- Agree final account statement with client
- Obtain signed final account certificate
Key Takeaways
- Track retention across all projects in one place
- Set reminders for release dates
- Document practical completion and DLP end dates
- Follow up proactively on overdue retention
- Keep final account documentation organised
Download Templates
Retention Tracker Spreadsheet
Excel spreadsheet to track retention across all projects with automatic release date calculations.
Final Account Checklist
Comprehensive checklist for closing out projects and agreeing final accounts.