Project Recovery and Relationship Rebuilding

Midway through the project, we were engaged by a Subcontractor working under a Tier 1 Contractor. At the time of our involvement, there was a significant discrepancy in the account and the relationship with the client had become strained.

Our primary objective was to resolve the outstanding issues and restore the client’s trust. To achieve this, we adopted a structured approach:

• Carefully evaluated the strengths and weaknesses of each disputed account item.

• Revised and resubmitted weaker claims to improve their credibility.

• Demonstrated independence from the previous client representative by removing unsupported claims—helping to re-establish transparency and trust.

These efforts led to meaningful progress: the client responded positively, and we successfully reached agreement on the majority of previously disputed items.

Following resolution, we implemented measures to maintain accurate, consistent documentation and held regular meetings to swiftly address any new discrepancies.

An additional benefit—highly valued by our client—was their reinstatement on the approved tender list, opening the door to future contract opportunities.

Our Philosophy on Payment Disputes

We believe payment disputes are detrimental to all parties involved and can be significantly reduced by following a few essential practices:

1. Clear Communication & Early Engagement
Maintaining open and honest dialogue throughout a project—particularly regarding progress, changes, and costs—helps prevent unexpected issues. As soon as a payment dispute begins to surface, early involvement from senior leadership is critical to quickly identify common ground and de-escalate tensions.

2. Willingness to Compromise
Adopting a pragmatic, solutions-oriented mindset enables the parties to reach fair settlements without resorting to rigid, win-lose stances. This approach supports healthier cash flow and preserves working relationships.

3. Precise and Well-Drafted Contracts
Unambiguous contracts with clearly defined final account and payment terms reduce uncertainty and provide a solid foundation for resolving any disagreements that arise.

4. Accurate Record Keeping
Inadequate site records often lead to misunderstandings over final accounts. In my experience, thorough and well-documented site records are pivotal to achieving fair and timely resolutions.

It is therefore crucial that personnel responsible for maintaining these records possess a solid understanding of the relevant contractual obligations. When administered properly, accurate documentation can effectively counter any attempts to undermine rightful entitlements.

With the client’s approval, I routinely assist in compiling and optimally wording these records. I can also provide structured templates to streamline this process.

Finally, when disputes do occur, it is often most effective to engage an independent expert who has not been directly involved in the underlying issues. This neutral perspective can help both parties move toward an equitable resolution—often without the need for prolonged legal proceedings—and preserve the business relationship for future collaboration.