A ready to use Excel register for tracking every final account item from submission to agreement, with variance, outstanding days and dispute risk flagged automatically. Built by quantity surveyors.
A final account tracker is the register a contractor keeps of every item still to be settled at the close of a contract: agreed and disputed variations, compensation events, dayworks, and any other item with a submitted value not yet agreed. It records what was submitted, what has been agreed, and how long each item has been outstanding, so nothing gets forgotten in the run up to settlement.
Under NEC4, items reaching final account should already have been through the compensation event or clause 65 implementation process. Under JCT, items typically arrive here from the variation instruction and valuation process. Either way, this register exists because agreement rarely happens on the day of submission.Most final accounts fail in the same place: too many items are still "submitted, awaiting agreement" three months after practical completion, and nobody can say which ones are actually at risk of dispute. This template makes both visible in one view instead of a folder of separate variation letters.
| Field | Why it matters |
|---|---|
| Item ID and category | Groups every settlement item (variation, compensation event, dayworks) under one reference |
| Submitted value and agreed value | The two figures that define the gap still to close, with variance calculated automatically |
| Date submitted and target agreement date | Sets the clock so slow items are visible before they become old items |
| Days outstanding (calculated) | Runs automatically from date submitted while status is not yet Agreed, so ageing items surface without a manual review |
| Dispute risk and evidence ref | Flags items likely to be contested and points at the records that support the submitted value |
[SCREENSHOT: Final Account Tracker tab showing the full column set with the days outstanding and dispute risk flags live on unsettled rows] Each row carries a variance formula and an ageing flag, so items sitting too long without agreement stand out on their own, without a separate status meeting.
The Excel file with automatic variance and days outstanding calculations, plus a worked example tab.
Download the template (.xlsx) Free download. No email needed. Yours to use and share with your team.FA-001 is submitted at £45,000 for additional drainage, backed by evidence reference VAR-014. The QS agrees £38,000 with the client, a variance of £7,000 against the original submission, and the status moves to Agreed on 1 July with a target agreement date that has already passed on paper but is now closed in practice. That is one line, closed, with the reasoning visible.
Compare that with FA-003, an extended preliminaries claim for £61,500 still sitting unagreed with a dispute risk flag against it. The register makes that risk visible today, while there is still time to build the evidence case, rather than three weeks before the final account meeting.
A final account is only as strong as the compensation events and variations that fed into it. If an event was never notified in time, no amount of tracker discipline recovers it at final account stage; the entitlement is already gone.
Gather's AI QS reviews your records against the NEC4 clauses and surfaces the events your team has not notified yet, before the eight week clock bars them.
See how the AI QS catches missed CEs A 30 minute call. No commitment. Bring one of your live contracts.FAQ
At minimum: a unique reference and category for each item, submitted and agreed values with variance calculated, the date submitted and target agreement date, days outstanding, dispute risk, and a pointer to the evidence supporting the submitted figure.
NEC4 does not use the term "final account" in the contract itself; settlement happens through the accumulation of agreed compensation events and any termination or completion certificates. This tracker is a practical register that works whether your items originate as NEC4 compensation events or JCT variations.
Status tells you where an item sits in the process. Dispute risk tells you which of those items are actually likely to be contested, so you can prioritise evidence gathering on the handful of items that matter rather than treating every open line the same.
No. The CE log or variation tracker manages items while they are live. This tracker is where agreed and near-agreed items land once they are ready to be settled into the final account, so nothing gets lost in the handover between the two.
Gather reads your site diaries as they come in and flags the CEs before the time bar does.
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