What to check before approving a construction payment
Before approving a construction payment, compare the request with your contract, the agreed milestone and the evidence of work completed. Record unresolved items and follow the payment process you agreed with your advisers. A photograph or invoice alone may not answer every question about the work.
Define the milestone before it becomes due
A milestone should describe a specific stage and the evidence needed to assess it. Avoid relying on vague phrases such as “good progress” or “almost finished”.
Discuss the description with your contractor and professional adviser before work begins. Record who will assess the stage, what documents are needed and who can approve payment. Contract terms differ, so this checklist is a suggested working method rather than a rule about when money is legally payable.
Assemble a payment pack
Ask for the information in one place so it can be compared consistently.
| Item | Suggested check |
|---|---|
| Payment request | Does it identify the project, amount, currency and agreed stage? |
| Work record | Does the description match the milestone being claimed? |
| Site evidence | Are dated photographs and relevant inspection records included? |
| Changes | Are approved variations distinguished from the original scope? |
| Previous payments | Does the record avoid charging for the same work twice? |
| Outstanding items | Is unfinished or disputed work clearly listed? |
Do not treat this table as a technical inspection. Ask the relevant professional which checks they need to make for the particular work.
Separate visibility from verification
Photographs can help you see progress. They do not necessarily establish workmanship, measurements or compliance with the project specification. Ask your adviser what evidence is appropriate and which stages need a site visit or other assessment.
Record the limits of each check. If a report covers only visible work, do not interpret it as confirmation of concealed work. Keep the original report with the decision record.
Deal with differences explicitly
If the requested amount or completed scope differs from the agreement, ask for an explanation and a revised record. Keep discussion factual: identify the item, the supporting document and the question that remains.
Follow your contract and obtain advice before withholding or changing a payment. The appropriate response depends on the agreement and circumstances; a generic blog post cannot decide a dispute.
Understand any third-party payment arrangement
If you are considering escrow or another fund-holding arrangement, ask who legally holds the funds, which agreement applies, what triggers release, what fees apply and how disagreements are handled. Obtain advice on the actual provider and contract.
Do not assume that using the word “escrow” guarantees completion or removes construction risk. This guide does not claim that RemitBuild currently acts as a regulated fund holder.
Keep the approval record
Save the request, supporting evidence, queries, decision and payment confirmation together. Record who approved the decision and the date. Carry unresolved items forward into the next report so they do not disappear from view.
For help organising the surrounding process, read what a site-progress report should include, or discuss your project.
This checklist supports a discussion with your project team. It is not legal, financial or engineering advice and does not certify that a payment is due.
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