Source: https://www.quantsurv.com/quantity-surveying/subcontractors/subcontract-final-account-preparation
Content format: Markdown version of the public page.
Content reviewed: 2026-10-19

# Subcontract final account preparation

For subcontractors

Bring your subcontract sum, changes, payments and retention into one supported final account.

## What is it?

We identify the amount you are asking the contractor to agree and separate unresolved items from the agreed balance. Preparation or assessment of a final account for one contract, or a defined response to comments on it. We agree the account items, records and cut-off date for the stage you need.

Contested entitlement, additional claim preparation, new account items and further negotiation rounds require a separate scope.

## How does it work?

1.  ### You explain the work and the decision you need
    
    You describe your trade package and the contractor who appointed you, the result you need and any urgent dates. The introductory conversation checks fit and availability; substantive assessment starts under an accepted instruction.
    
2.  ### 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 preparation, assessment or a defined response stage, the account items, record cut-off and authority to negotiate or settle. We confirm responsibility for urgent actions and specialist input.
    
3.  ### You accept the scope and provide the information
    
    You accept the written scope and provide the operative contract, original price, final account or draft, change and omission records, previous assessments and payments, retention and completion evidence. You identify missing items and the versions supplied; we agree who will obtain anything still needed.
    
4.  ### 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.
    
5.  ### We check the account rules and item register
    
    We identify the contract’s final-account procedure, submission or challenge dates and any relevant finality provisions. We reconcile the account items and distinguish agreed adjustments from unresolved entitlement or evidence issues.
    
6.  ### We prepare or reconcile the account
    
    We assemble or check the supported adjustments to the contract price, including omissions, and keep your upstream account separate from any subcontract settlement.
    
7.  ### We check the final reconciliation
    
    We check arithmetic and duplication and reconcile the adjusted contract price, previous payments, retention and other supported adjustments. We show the resulting balance and unresolved items without assuming disputed sums are agreed.
    
8.  ### You approve the position and any settlement
    
    You approve the proposed account or response. Negotiation is undertaken only within the agreed scope and authority; you approve any settlement, with specialist advice on releases or legal effects where needed. Unresolved items remain expressly recorded.
    
9.  ### We explain the result and complete the handover
    
    We issue the checked final-account position and balance, supporting schedule and record of agreed and outstanding items, explain the findings and record unresolved items, next actions, owners and dates. We answer the included clarification and correct our errors. New information, changed scope and later stages need a separate agreement; you decide whether to instruct them.
    

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.

Read [how we agree the scope, fees and instruction](<https://www.quantsurv.com/about#ways-to-work>).

## What do you get?

You receive the outputs for the stages you choose. Each stage has its own scope, fee and endpoint; later stages are optional.

-   Preparation or assessment: a supported account reconciliation, evidence schedule and outstanding differences.
-   Response round: a reasoned response to one consolidated set of comments and an updated account position.

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.