Establish the obligation
Record retainage rate, amount, contractual conditions, expected release event, and required documents.
All 20 solutions
System 16 · Revenue & Closeout
Retainage Tracking System
Make sure completed projects actually get fully paid.
Tracks retainage across every active and completed project and alerts management as release requirements and expected dates approach.
The operational problem
Why this system exists.
Retainage becomes invisible because it sits outside normal invoice follow-up and depends on project-specific milestones: punch completion, closeout acceptance, owner payment, lien documents, or contractual release dates. Completed work can remain partially unpaid for months because no one owns the exact release condition.
What you are buying
A functioning operating system—not a prompt, chatbot, or generic workflow.
The system creates a retainage record for every project, tracks the amount and contractual release conditions, monitors the supporting milestones, and alerts the responsible team before the money should be requested. Management gets a portfolio-level view of cash that has been earned but not released.
BUILT FOR
Contractors carrying retainage across many active and completed projects without a reliable release process.
How it works
From raw project information to controlled action.
The exact integration changes by contractor. The operating sequence and accountability do not.
Monitor milestones
Connect punch, closeout, final billing, owner acceptance, waivers, and expected payment timing.
Trigger the request
Alert accounting and the PM when release requirements are satisfied or action is approaching.
Escalate to collection
Move overdue retainage into a documented follow-up and escalation process.
System inputs
What it monitors and reads.
Contract termsBilling ledgerPunch statusCloseout acceptanceLien documentationCustomer payment communication
Operational deliverables
What your team actually receives.
Retainage registerRelease-condition checklistUpcoming-release alertRequest packageOverdue follow-upPortfolio cash view
Business outcome
Prevent forgotten retainage and improve cash recovery.
Performance is measured
This implementation is managed against operating indicators—not whether the automation merely runs.
- Total retainage outstanding
- Eligible but unrequested retainage
- Average release time
- Retainage collected
Commercial structure
$10,000 implementation. $1,500/mo ongoing management.
Implementation covers discovery, system architecture, configuration, integration, testing, controlled rollout, and team adoption for the agreed scope. Ongoing management covers monitoring, exception handling, optimization, reporting, and operational support.
$10,000 operations assessment
Find the most expensive gap first.
We analyze your current operation, quantify revenue leakage and administrative drag, then build a custom implementation roadmap. The assessment fee may be credited toward a larger implementation.
See the assessmentNo generic AI pitch. We start with the costliest operational problem.