Final Account Preparation

Q: Do we still need a quantity surveyor involved in the process?

Yes, a quantity surveyor reviews disputed items and confirms the final figures before the report goes to the client.

Q: Can this work alongside the project and accounting tools our firm already uses?

Yes, it is built to connect with the project management and accounting tools already in use rather than replace them.

Q: Will this change how our existing project and contract records are stored?

No, existing records stay in place and the automation reads from them to build the reconciled final account.

Q: How are disputed or unresolved claims handled?

Items flagged as disputed are surfaced for review so someone can decide how they should be reflected before the account is finalized.

Turn weeks of spreadsheet reconciliation into a clean, auditable final account ready for sign-off.

60 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Final account preparation pulls together contract records, variation orders, measured work, and subcontractor figures into one reconciled statement before a project can close.

The automated version gathers and reconciles the underlying figures, drafts the statement and supporting schedules, and sends the report for approval. This shortens the time between project completion and a signed-off final account.

Key features:

Pull contract documents, variation orders, and measurement records into one place automatically

Reconcile measured work and subcontractor figures against agreed contract values

Calculate retention release and apply agreed adjustments without manual recalculation

Draft the final account statement and compile supporting schedules automatically

Format a client-ready report and route it for sign-off

Track client approval status and follow up until the account is signed

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Slow reconciliation across sources Matching variations, measurements, and subcontractor figures across separate files takes considerable time.	80%
2	Errors in final figures Manual cross-checking increases the chance of mismatched or missed values in the final account.	67%
3	Delayed client sign-off Drafting and formatting the report by hand pushes back the timeline for approval.	53%
4	Unresolved disputed items Outstanding claims are hard to track consistently alongside the main reconciliation work.	40%
5	Inconsistent supporting schedules Backup schedules vary in format and completeness across different final accounts.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.1/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.0/ 10

Hidden Overhead™

6.5/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Project Marked Practical Completiontrigger

Automation starts when a project's status changes to practical completion.

2. Reconcile Variations And Measurements

The reconciliation pulls variation orders, measured work, and subcontractor final accounts and checks them against contract values.

3. Review Discrepancy With QS

If figures do not balance, a surveyor reviews the flagged discrepancy directly in the reconciliation workbook.

4. Draft Final Account And Schedules

The drafting generates the final account statement and supporting schedules from the reconciled figures.

5. Save Draft

The draft and schedules are saved to the project folder for record keeping and version control.

6. Send Final Account

The final account report is emailed to the client for sign-off with the supporting schedules attached.

7. Log Final Account

Once sent, the final account value and retention release are logged against the project.

Most popular tool stack used

— the complete tool combinations companies use

55% of companies

28% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

184 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What parts of final account preparation does this automation handle?

It pulls together contract, variation, and subcontractor data, reconciles the figures, drafts the statement and schedules, and sends the report for approval.

Do we still need a quantity surveyor involved in the process?

Can this work alongside the project and accounting tools our firm already uses?

Will this change how our existing project and contract records are stored?

How are disputed or unresolved claims handled?

View more FAQs

Process pain:8.1/10

Mapped by:4 Companies

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Page updated 10 August 2026