Variation and Extra Works Sheet
Record a change to a job at the moment it is agreed, priced and signed, instead of arguing about it at the end when nobody's account matches.
SI-14 2 pages
Site and construction · SI-15
Retention and Final Account Sheet
A free printable final account template — original sum, variations, certified, paid and outstanding, with the retention release dates written down.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Track what a job finished at and, more importantly, when the money still being held falls due to come back.
Who it is for
Sub-contractors, small builders and trades working under contracts that hold retention.
How to use it
- List every variation as a line, with its reference.
- Record what was certified as well as what was paid; they differ.
- Write the release dates in as soon as the contract is signed, not at the end.
- Diarise the release dates somewhere other than this sheet as well.
- Record the date you chased, every time you chase.
What is on the sheet
One page, top to bottom:
Printed under the title: What the job finished at — the original sum, every variation, what has been paid, and what is still held and when it is due back.
The release date is the column that matters. Retention is money you have already earned that somebody else is holding, and it is lost more often through nobody tracking the release date than through any dispute. No percentages, periods or entitlements are printed here: they are in your contract.
Write-on lines: Project · Client · Contract ref · Completed
Account
Table, 5 rows: Item · Reference · Value · Certified · Paid · Date paid · Outstanding
Retention held
Write-on lines: Amount held · Held since · First release due · Released on · Balance still held · Defects period ends · Final release due · Chased on · Received on
Ruled lines: Outstanding items, snags and anything disputed
Questions
How much retention is normal and how long is it held?
That is in your contract, and it varies widely. This sheet prints no percentages and no periods on purpose — a printed figure would be wrong for most readers and might be taken as what you had agreed to.
Related sheets
Invoice and Payment Tracker
See at a glance which invoices are out, which are late and when each was last chased, which is the information that actually gets invoices paid.
IM-07 1 page
Job Costing Sheet
Work out what one job actually cost, so the next quote is based on a figure rather than on a feeling about the last one.
IM-11 1 page
Also in the resources library
The same subject, with a version you can fill in on screen.
Subcontractor Job and Payment Sheet
Each item of work, where it was done and how it was measured.
JS-159 Form PDF Excel Online
