Financial tracking of the construction site: the architect‑project manager's overlooked role
- Antoine de Gironde
- May 28
- 3 min read
Architects are commonly linked to design and technical site supervision, but their role in controlling a project's finances is equally crucial and often overlooked by owners. From awarding contracts to closing accounts, the architect‑project manager is the first line of defence against budget drift. See our Expertise page for details.
Tendering assistance (ACT)
Before the site even opens, the architect assists the client in selecting contractors. This phase begins with preparing the tender dossier (DCE): working drawings, the CCTP (specifications), and the bill of quantities/unit price schedule.
A well‑written CCTP is the best protection against future financial disputes. Once bids are received, the architect analyses them—not only for the total price, but for the consistency of each line item. An abnormally low price on a specific item often indicates a deliberate omission, which will be billed as an extra once work begins.
Fixed‑price contracts: what the lump sum actually includes
The lump‑sum contract is the most common form in private construction: the contractor commits to a single, final price for the works described in the contract. But the lump sum covers only what is explicitly described in the CCTP (specifications). Anything not provided for may be the subject of a claim for additional works.
In historic buildings, some unforeseeable conditions are unavoidable: discovery of degraded structure, presence of previously undetected asbestos, or unmapped utilities. These situations generate legitimate extra costs, which the architect distinguishes from abusive claims.
Change orders: how to keep them under control
No additional work should be carried out without a written work order signed by the client. This is a fundamental rule that the project‑architect enforces.
In practice: the contractor reports an unforeseen condition. The architect reviews the request: is it justified? Is the price consistent with market unit rates? If the request is legitimate, the architect prepares a priced work order, submits it to the client for approval, then notifies the contractor. If the request appears abusive, the architect negotiates or rejects it.
Uncontrolled additional works are the main cause of budget overruns. On a €300,000 contract, a 15–20% variance represents €45,000–€60,000 of unanticipated extra cost.
To ensure rigorous monitoring, the Atelier has developed an in‑house site‑management tool, "Compas", which centralizes financial tracking, the management of work orders and their electronic signature. Each work order is issued, priced and digitally signed by the parties before execution. The client thus has full traceability of financial decisions made during the project.
Signing off on payment certificates
Contractors submit progress claims — periodic payment requests corresponding to the advancement of their works. Before any payment is made, these claims must be signed off by the architect, who verifies that the billed services actually match the work carried out. The client should never pay a claim without this prior sign‑off.
Payment retention
On each progress claim, a 5% retention is withheld by the client until one year after handover. It is the financial security that encourages contractors to promptly remedy defects. The architect recommends releasing or keeping it depending on the status of the outstanding punch‑list items.
Amortization of advances
When an advance is paid to a contractor at the start of the works, it must be progressively amortized against subsequent progress claims, pro rata to the work completed. The architect checks that this amortization is correctly applied to each progress claim.
Final account
At the end of the works, each contractor prepares their final general statement (DGD). The architect processes these statements, checks them for accuracy, and may dispute unjustified items. Once signed by both parties, the DGD is final. See also our article on handover of works and guarantees.
To go further
Antoine de Gironde
Architecte DESA — Registered with the Architects' Order n°084305
Atelier d'Architecture Antoine de Gironde
10 rue de Fontenay, 78000 Versailles
