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Construction Retainage Tracker — Receivable and Payable
Know exactly what retainage you are owed — and what you owe your subs. A dual-sided retainage tracking spreadsheet: (1) retainage receivable from owners by project, and (2) retainage payable to subcontractors. Prevents retainage disputes and ensures you collect what you are owed at project closeout.
Retainage receivable: project, owner, contract value, retainage %, total withheld to date, date expected, released amount, balance owed
Retainage payable: sub name, trade, contract value, retainage %, total withheld from sub, date owed to sub, released to sub, balance owed to sub
Retainage release checklist (conditions that trigger release: final inspection, COC, lien waivers)
Retainage aging summary (how long each retainage has been held)
Total retainage receivable balance (company-wide)
Total retainage payable balance (company-wide)
Net retainage position (receivable minus payable)
Retainage demand letter template (for overdue owner retainage release)
State retainage law reference notes (most states have prompt payment laws with interest)
Year-end retainage reconciliation for tax purposes
Who This Is For
Every GC running more than 2 projects simultaneously with retainage provisions. Most contractors have no idea how much retainage they are owed across all projects — yet it is often 5-10% of their entire annual revenue sitting in owners' accounts. This tracker shows you the full picture: what you are owed, what you owe, and when each amount should be released.
What Professionals Say
★★★★★
Had $147,000 in outstanding retainage spread across 6 completed projects. Never had a clear picture before this tracker. Collected $112,000 within 60 days of building the spreadsheet.
— Daniel H., GC
★★★★★
Saved us from a sub dispute. Showed exactly when we received retainage from the owner and when we released it to the sub — 8 days apart. No basis for their claim.
— Sarah T., project manager
★★★★★
Banks ask about outstanding retainage when we apply for working capital. This report is exactly what they need and it takes 5 minutes to generate.
— Ron M., home builder
Frequently Asked Questions
What is retainage in construction?
Retainage (or retention) is a percentage — typically 5-10% — withheld from each progress payment to the contractor by the project owner. It is held as security until the project is substantially complete, all punch list items are resolved, and lien waivers are collected. The retained amount is released at final completion.
What if the owner refuses to release retainage after the project is complete?
Most states have prompt payment acts that require retainage to be released within a specified period after final completion (commonly 30-45 days). Failure to release entitles the contractor to interest and potentially attorney fees. The retainage demand letter in this template gives you a professional written demand before escalating to legal action.
Do I have to pay my subs their retainage when I receive mine from the owner?
Yes — most state laws and standard subcontract language require you to release sub retainage within a specified period after receiving it from the owner. Withholding sub retainage beyond this period creates your own liability. This tracker shows your net position and ensures you release sub retainage on time.