At handover, each project's retention amount and defects period end date are logged. Thirty days before the end date, the project manager is reminded to book the final inspection, and on the end date a retention release request goes to the client.
Typical results
30 days
Notice before each defects period ends
Same day
Release request sent when the period ends
100%
Projects with retention logged at handover
Figures reflect typical results for this kind of automation.
The challenge
Retention on fit-out projects is often 5% of the contract, held for 12 months after handover. By the time the defects period ends, the team has moved on to new projects and nobody remembers the date. Requests go out months late, and some retention is collected only when finance reviews old balances.
Before and after
Days from defects period end to retention received
−67%Projects unclaimed 60+ days after the end date per year
−83%The automation
At handover, the project manager logs the retention amount, the defects period end date and the client's accounts contact in the project sheet. Thirty days before the end date, the project manager gets an email reminder to book the final defects inspection. On the end date, a retention release request with the amount, contract reference and handover date is generated from a template and emailed to the client's accounts team, with a copy to finance.
How it works
- 01
Logged at handover
The project manager enters the retention amount, the defects period end date and the client's accounts contact in the project sheet.
- 02
Reminder 30 days out
Thirty days before the end date, the project manager gets an email to book the final defects inspection with the client.
- 03
Request generated
On the end date, a retention release request is filled from a template with the amount, contract reference and handover date.
- 04
Sent to accounts
The request is emailed to the client's accounts team with a copy to finance, and the project row is marked as requested.
Starts from
- Project sheet at handover
Delivers
- Inspection reminder to PM
- Retention release request
- Email to client accounts
The impact
Retention requests go out on the day each defects period ends. Retention arrives about two months sooner, around 30 days after the end date compared with 90, and projects still unclaimed two months after the end date fall from about 6 a year to 1.
Questions about this automation
What if the final defects inspection finds open items?
The project manager marks the project as on hold in the sheet after the inspection. The release request then waits until the items are marked fixed and is sent that day with the same amount and contract reference, so nothing needs to be set up again.
Can it handle retention released in two parts?
Yes. Many contracts release half at practical completion and half at the end of the defects period. Each part gets its own amount and date in the project sheet, and each one triggers its own reminder and release request when its date comes.
Can it pick up retention on projects already handed over?
Yes. Past projects are loaded once from your project sheet with their retention amounts and end dates, so any overdue retention shows up on day one. We also need the client accounts contacts and your release request letter. Simple automations like this are usually live within days.