Introduction

In the world of construction, managing finances effectively can make the difference between a profitable project and a financial disaster. One of the most critical financial processes in construction is the preparation and settlement of Final Accounts. This blog will provide UK-based construction businesses with a detailed understanding of what Final Accounts are, why they are essential, and how they should be handled, offering practical guidance for both small and large projects.

Leveraging advice from the Royal Institution of Chartered Surveyors (RICS), we will help clarify some key aspects that might otherwise appear too technical or specialized. By the end of this article, you will be equipped with a better understanding of Final Accounts, and you will be able to avoid costly disputes or errors when closing out construction contracts.

What Are Final Accounts?

Final Accounts are the comprehensive financial statement produced at the end of a construction project. They provide a full account of the financials involved in the project, detailing the total cost of the works, including any variations, claims, or adjustments that were made during the construction process. In essence, it is the document that finalizes the financial aspects of a project and brings the contractual obligations between the parties to a conclusion.

The preparation of Final Accounts is generally carried out by a Quantity Surveyor (QS) and typically includes:

• The original contract sum – The initial price agreed upon in the contract.
• Approved variations – Any changes or adjustments made to the scope of works during the project.
• Costs for additional works – Costs for any extra work that was agreed upon but not included in the original contract.
• Provisional sums – A placeholder sum included in the contract to cover work that was not fully defined at the start.
• Final measurement of the works – A comprehensive review of the completed work to ensure it aligns with the agreed contract.
• Retention – A portion of the contract sum withheld by the client until the project is complete and all defects are rectified.
• Final Account sum – The final agreed amount payable after adjustments, variations, and retentions are accounted for.
• Payments made and outstanding amounts – A reconciliation of all payments made during the project and any amounts still owed. It’s important to remember that Final Accounts can be complex and, if not properly managed, can lead to disputes, delays, and financial losses. This is why they should be handled by professionals experienced in this area, such as a QS, who can accurately assess and record all the relevant information.

Why Are Final Accounts Important?

The completion of Final Accounts is essential for both contractors and clients for several reasons:

• Financial clarity: It gives a clear picture of all costs incurred during the project and confirms whether the project was completed within budget or if there were overruns.
• Dispute resolution: Final Accounts form a critical part of any contract, helping to resolve disputes by providing a legally binding financial statement agreed upon by both parties.
• End of contractual obligations: Finalising the accounts allows both parties to confirm the end of their obligations under the contract. Once the Final Account is agreed upon, the client and contractor typically cannot claim further payments unless otherwise stated in the contract.

The Final Account Process: Step-by-Step

Preparing Final Accounts is a step-by-step process that should be approached methodically to avoid mistakes. Here is an outline of the key steps, following best practice as outlined by RICS guidance:

1. Review the Contract Terms

The contract will outline the procedures and terms for the settlement of Final Accounts. This includes details about variations, provisional sums, claims, and the contractor’s obligations regarding the submission of cost information.

2. Assess Interim Payments

Interim payments are usually made throughout the construction process. As a starting point, the QS will reconcile these payments against the work completed, identifying any discrepancies.

3. Measure and Value the Work

One of the main roles of the QS during this stage is to measure and value the work completed. This includes the base contract work, any variations, and claims for additional work. Accurate measurement and valuation are essential for the preparation of the Final Account.

• Variations: Changes to the original scope of work need to be clearly identified, measured, and priced. Each variation should be agreed upon by both the contractor and the client.

4. Agree on Variations and Claims

Variations are changes to the original contract and can have significant cost implications. These variations must be carefully tracked and documented. The QS will negotiate the value of variations with the contractor and ensure that the client is aware of the cost implications.

• Claims for delay and disruption: Sometimes contractors will submit claims for delays caused by unforeseen circumstances. These claims need to be carefully assessed and agreed upon before they can be added to the Final Account.

5. Reconcile Provisional Sums

Provisional sums are included in contracts to cover work that cannot be fully defined at the time the contract is signed. These sums must be reconciled in the Final Account to reflect the actual cost of the work.

6. Final Payment Certificate

Once the Final Account has been prepared and agreed upon by all parties, a Final Payment Certificate is issued. This document states the final sum that the client owes the contractor (or vice versa), bringing all financial obligations under the contract to a close.

Common Pitfalls in Final Accounts

Even experienced contractors and clients can encounter problems when dealing with Final Accounts. Below are some of the most common pitfalls and how to avoid them:

• Incomplete Documentation: Failing to keep accurate records of variations, provisional sums, and claims can lead to disputes. A diligent record-keeping process throughout the project will make preparing Final Accounts more straightforward.
• Disputes Over Variations: Disputes frequently arise over variations, especially when there is a lack of agreement on the cost or scope. It’s critical to ensure that all variations are documented, priced, and agreed upon as early as possible.
• Late Submissions: Delays in submitting claims for variations or delays can lead to disputes at the end of the project. Claims should be submitted promptly and in accordance with the contract terms.
• Lack of Communication: Poor communication between the contractor, QS, and client can lead to misunderstandings. Regular updates on the financial status of the project and any agreed-upon changes should be shared to avoid surprises when the Final Account is being prepared.

Best Practices for Final Accounts

1. Start Early: The Final Account process should not start at the end of the project. Throughout the construction phase, there should be a clear record of costs, variations, and claims, making the final reconciliation easier.
2. Keep Clear Records: Maintaining accurate and thorough documentation is essential. This includes records of variations, delays, and any costs incurred. Good record-keeping ensures that both parties have a clear understanding of the project’s financial status.
3. Use a Qualified Quantity Surveyor (QS): Employing a QS with experience in Final Accounts ensures the financial aspects of your project are managed efficiently, minimizing the risk of errors and disputes.
4. Engage in Regular Reviews: Conduct regular reviews of interim payments, variations, and claims throughout the project. This helps prevent last-minute surprises and enables a smoother transition to Final Accounts.

RICS Guidelines for Final Accounts

The Royal Institution of Chartered Surveyors (RICS) provides clear guidance on how to manage Final Accounts in construction projects. According to RICS, the principles of good practice for Final Accounts include:

• Transparency: Ensure all parties have access to all relevant financial information, and agree upon variations and costs as they arise.
• Timeliness: Final Accounts should be settled as soon as practical after the project is completed to avoid prolonging disputes.
• Accuracy: The account must be accurate and include all elements, such as variations, claims, and provisional sums.

RICS also advises using standardized forms of contract wherever possible, as they help clarify the procedures and minimize disputes over Final Accounts. Furthermore, they suggest that independent arbitration or mediation should be considered if disputes arise that cannot be settled through negotiation.

Conclusion

Final Accounts are an essential part of any construction project, helping to ensure that the financial aspects are properly settled. By following best practices and adhering to RICS guidance, contractors and clients can avoid disputes, minimize delays, and close out their projects smoothly.