Retention tracking and release process setup
Set up agreed controls for retention deductions, caps and release evidence across the named project contracts.
What is it?
We keep main-contract and subcontract duties separate, with named owners for upstream and downstream actions. A practical setup for managing retention deductions and release on one agreed project or contract. We adapt the checks, records and responsibilities to your team, then test the routine and hand it over for you to run.
Pursuing an existing withheld balance and resolving a wider final account are separate claim stages.
How does it work?
You explain the work and the decision you need
You describe the named main contract or subcontract and your position under it, the result you need and any urgent dates. The introductory conversation checks fit and availability; substantive assessment starts under an accepted instruction.
We agree the scope, responsibilities and fee
We check suitability, conflicts and capacity, then agree the scope, deliverables and timetable in writing, with a fixed fee or agreed hourly or daily basis. We explain payment terms, VAT and any separate costs before you accept. We agree the named contract, control scope, setup timetable and 30-calendar-day trial. We identify the live or representative sample to test; later monitoring is separately instructed. We confirm responsibility for urgent actions and specialist input.
You accept the scope and provide the information
You accept the written scope and provide the agreement, retention percentages and caps, ledger, deductions and payments, release triggers, completion evidence and contacts. You identify missing items and the versions supplied; we agree who will obtain anything still needed.
We check the records and resolve gaps
We check the documents against the agreed scope, dates and versions, raise queries and record the basis on which work can proceed. Missing evidence stays identified; we agree any limited assessment or pause affected work until essential information is available. Live deadlines continue to run.
We map the specific risks and procedures
We build a contract-by-contract retention ledger, reconcile deductions and payments and link each release to its actual conditions, evidence and responsible requester. We flag overdue or disputed releases for an agreed response. Where both upstream and downstream actions are included, we map each contract’s authority and dates separately.
You agree who will use and maintain the routine
You nominate an action owner and deputy where needed, agree records, escalation and management responsibility, and make the routine available to the people who must use it.
We set up the records and demonstrate the checks
We prepare the agreed checklist and register, linking each action to its trigger, deadline, required evidence and escalation route. We walk through their use with the responsible people and check that they can retrieve and maintain the records.
You use the routine during the agreed trial
You apply the routine to a retention deduction and release trigger through evidence, approval or request, payment and ledger reconciliation. You retain the evidence and report missed actions or unclear instructions. If no suitable live event occurs, we agree and label a representative sample rather than claiming live testing.
We check the sample, correct and retest
We inspect the agreed sample, check whether the actions and records worked and explain any failure. We agree corrections, owners and dates, then retest the affected actions on the same sample. Fixing a routine does not restore a missed contractual right; any live exposure is separately escalated.
We hand over the tested routine and remaining actions
We provide the checklist, register and test record, explain the limits of the sample and allocate unresolved issues. Your responsible people maintain and enforce the routine. Setup ends at the agreed handover; further checks require a separate scope and timetable.
Timing: We agree the initial setup date separately from the 30-calendar-day trial and final handover. The trial uses one live or agreed representative sample, followed by corrections and retesting; any additional cycle or monitoring is separately agreed. Working days start when the agreed scope and required information are available.
We confirm timing after checking the scope and available records. Flag any live deadline when you enquire; it continues to run while information is gathered.
What do you get?
- A retention tracker; milestone and evidence checklist; release-request and escalation routine.
- Named owners and deputies, a test record and a handover of unresolved actions.
Later checks are optional and separately instructed. The setup ends with the agreed handover; it does not create an ongoing monitoring appointment.
Each fixed piece of work includes one consolidated clarification round requested within 10 working days of issue, unless agreed otherwise. New records or scope need a separate agreement; we correct our own errors without charge.