retainr tracks every job through practical and final completion, drafts your release invoice the moment you’re entitled, and follows up until it’s paid.
Retention rarely goes unpaid because someone refuses to pay it. It goes unpaid because nobody claimed it, or followed it up.
Practical completion passes. The project manager moves to the next job. The defects period ends quietly. Months later someone notices the balance, by which time the contact has changed and the paperwork is hard to find. Worse case, the company has been wound up and you are no longer able to claim.
Every release, from milestone to payment
Dates come from the contract. Each release is claimed at entitlement and followed up until it's paid.
01
Tracked
Retention held each claim
First release due
Defects closed or Defects Liability Period ended
Final release due
at PC and at FC
02
Claimed
The moment you're entitled
Your team checks it
To the head contractor
if unpaid
03
Followed up
2 scheduled reminders after payment falls due
Superintendent copied
Your entitlement set out
Prepared, records attached
Paid at any step? The release closes. Every invoice, letter and response stays on the job's record.
Every job, every milestone
Every contract moves through four stages: construction, practical completion, defects liability period and final completion. retainr shows where each job sits, what’s coming up on the calendar, and what’s holding up the next release, such as open defects or a missing certificate.
The dates come from the contract, so nobody has to remember them.
Claimed the moment you’re entitled
When a job reaches practical or final completion, retainr drafts the retention invoice and sends it to your approval queue. Your team checks it, approves it, and it goes out.
No waiting for the client to ask. No letting it slide to the end of the month.
Followed up until paid
If a release isn’t paid, retainr follows it up on schedule:
- Reminders: two friendly reminders when releases are unpaid
- Director escalation: a firmer follow-up, with the superintendent copied
- Formal notice: a written demand setting out your entitlement under the contract
- Security of Payment: your claim prepared under your state’s Security of Payment legislation, with supporting records attached
Each step is drafted for you, ready to review and send.
Every step on record
Every invoice, letter, approval and response is logged against the job. If a release is disputed, you have the full history: what was sent, when, and to whom.
Less admin
No tracking dates in a spreadsheet. No drafting letters from scratch. No remembering who to chase.
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A systematic, legally defensible, escalating recovery process for retention money contractors have already earned.