Gather helps site and commercial teams organise the records used in NEC4 cost reviews. Good evidence supports assessment, but it does not make every cost allowable.
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NEC4 ECC Options C, D and E define Disallowed cost in clause 11.2(26), with ten bullet points in the standard wording. Option F has a separate definition in clause 11.2(27). The six themes below group practical checks; read the complete definition and amendments for your contract.
Connect resource, payment and allocation records to the work so the basis of the cost can be checked.
Check whether the payment should have been made under the relevant agreement. Evidence of payment alone does not establish allowability.
Review the specific failures identified in the definition and the cost incurred only because of them. A missing early warning does not automatically disallow every cost associated with the event.
Check both correction after Completion and correction resulting from a failure to comply with a Scope constraint on how the work is provided. Defect costs before Completion are not automatically allowable.
Record use, wastage, availability, utilisation and any relevant instruction. Apply the allowances and exceptions in the definition rather than treating every idle resource as Disallowed cost.
Distinguish the definition’s treatment of proceedings between the Parties from costs arising only because of a failure to notify the specified subcontract adjudication or tribunal proceedings. Check the actual wording.
Editorial takeaway: clear records help explain a cost. Allowability still depends on the contract.GMH Planning: NEC4 Disallowed Cost webinar
Use Gather to organise site records and supporting evidence for commercial review. Keep formal notices, contractual decisions and cost assessments connected to their source records.
Record people, equipment, materials and activity details consistently. Use references that let the commercial team connect the entry to the work and its supporting cost evidence.
Keep the relevant subcontract terms, application, assessment and supporting site records together for review. Software does not replace the judgement required to assess payment.
Escalate matters from site promptly so the authorised team can decide what notification is required. A recorded issue or software alert is not itself a contractual early warning.
Record when an issue was identified, what work was needed and when it was resolved. Check the contractual definition rather than relying on a date alone.
Connect allocation records with reasons for waiting, availability, redeployment and waste. Make the factual basis of the review easy to trace.
Retain the relevant notice, reply and decision alongside the supporting records. Confirm that communications have been issued through the channel required by the contract.
Ben Walker is Gather’s Commercial Director.
Speak with the Gather team about the workflow your project needs.
Will Doyle is Gather’s founder and CEO.
Gather helps site and commercial teams organise the records behind their decisions.
A Gather walkthrough can show how site evidence is organised for commercial review. Bring an anonymised example and the questions your team needs to resolve.
In 30 minutes, we'll:
Gather supports site records and commercial review. Discuss which existing reports and processes you want to connect or replace during a demonstration.
Discuss the records each party needs and the access permissions appropriate to your project. Shared evidence can support a review without determining the contractual outcome.
The workflow can be discussed for teams of different sizes. Suitability depends on your project, contract and reporting requirements.
Agree the pilot scope, data preparation, training and timetable with the Gather team before rollout.
Gather’s security page lists its ISO 27001 certification. Review the current security documentation, data processing agreement and export arrangements with the Gather team before adoption.
Gather focuses on site records used in commercial review. Confirm how it will work with your existing project and contract administration tools.
Book a walkthrough to explore how your site records can support a payment or cost review. Use an anonymised example if appropriate.
Book a 30-minute walkthroughDiscuss your requirements and agree the next step with the Gather team.