I have covered the importance of completing and recording written contracts many times, but the one vital piece of documentation – one that can tie all the various quotations, interim invoices and other items together is the FINAL INVOICE.
This advice holds good for all contractors, including garden designers and landscapers, indeed anyone who has been involved in a project lasting (usually, but not exclusively) for more than one paper transaction (a staged contract). The final invoice or account should be produced with a file of documents.
These will include a copy of the original and any subsequent contracts, plans and drawings, mobilisation and interim payment history (or if you prefer, a Statement of Account), together with any warranties, guarantees or Plant Health documents (plus as many other relevant papers as may be available). To these you may wish to add details of Suppliers and Product Codes, or material types used on the project; contact details of any Specialist sub- contractors used i.e. irrigation experts, electricians etc; pointing mixes and colourants, indeed, anything that could be said to ‘complete the handover’ of the job.
Please bear in mind that the Final Invoice should be raised in accordance with your contract i.e. upon practical substantial completion. The invoice date and details should be recorded in a covering letter to be given at the time, as this is the date any warranty on the works (if any) will start from.
This package should be produced and the client made aware of its existence, but not handed over until the final invoice has been paid in full. It is therefore important to deliver the bill in a separate envelope, complete with BACS details if appropriate.
The best method of achieving this closure is by holding a pre-arranged handover meeting, walking the site with the client/s and any other relevant person/s e.g. Architect/Designer, to ensure that practical substantial completion has been met.
If the project is subject to a JCLI or other formal contract, these matters will be part of due process. This advice is for those who have not proceeded down that route. It may be necessary to produce a snagging list, or schedule of items outstanding e.g. bulb planting due to season, but this list should not affect the Final Account. Any such matters are best dealt with by separate letter/quotations to avoid stretching out the payment period and the start of warranty dates.
On final handover, ensure that the package, each item numbered and paginated, is signed for either by the client/s or their agent, and given with a firm and friendly handshake!