Subcontractor Payment Schedule Generator

Managing subcontractor payments on construction projects

A subcontractor payment schedule is an essential financial control document for principal contractors managing multiple trades on a construction project. It provides a single view of contract values, invoiced amounts, payments made, retention held, and outstanding liabilities across all subcontractors - giving project managers and accounts payable teams visibility into cash flow obligations and upcoming payment deadlines.

Under the Building and Construction Industry Security of Payment Act (which applies in all Australian states and territories), subcontractors have a statutory right to progress payments. Late payment can trigger adjudication claims, suspension of works, or liens. A well-maintained payment schedule helps principal contractors stay ahead of statutory deadlines and avoid disputes.

Retention is typically held at 5-10% of each progress claim, released in two tranches - at practical completion and at the end of the defects liability period. Tracking retention accurately prevents over-holding (which strains subcontractor relationships) and under-holding (which exposes you to defect rectification costs).

How to use this payment schedule generator

1. Enter project details including project name, number, and site address, plus the principal contractor's name and ABN.
2. Add each subcontractor with their trade/scope, contract value, and current payment status - invoiced to date, paid to date, retention held, and amount owing.
3. Set the next payment due date and status for each subcontractor to flag overdue or disputed items.
4. Download the PDF to share with your project team, accounts payable, or include in project reporting.

Why track subcontractor payments separately?

Your accounting system tracks invoices and payments at a transaction level, but project managers need a consolidated view across all subcontractors on a single project. This schedule bridges the gap - showing at a glance which trades are on track, which are overdue, and what the total outstanding liability looks like at any point in time.