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Costs in Excess of Billings
What is are costs in excess of billings?
Cost in excess of billings (CEB), or underbilling, refers to a cost incurred by a subcontractor for work performed that has yet to be billed to the general contractor at any point in time. This is a somewhat common scenario that can arise when the cost of work expenses (labor, materials, subcontractors, etc.) hit before billings go out.
There are a few factors that can create this timing gap and lead to underbilling. These include:
- Progressive billing schedules: Many construction projects have billing schedules that are based on predefined milestones or stages of completion. However, costs are being incurred continuously as work progresses. This causes costs to build up ahead of invoices between billing cycles.
- Upfront and early-stage mobilization: Significant upfront costs go into things like materials, equipment, permitting, and mobilizing job sites before physical work even begins—especially for subcontractors. These costs typically accumulate before clients are billed.
- Pending change orders: Costs related to change orders often hit weeks or months before details are finalized and approved for billing. Diligently tracking pending change orders is crucial to ensure you ultimately collect on all revenue owed from approved changes.
- Project delays: In construction, delays are inevitable. If and when delays push out project milestones, billable events can slide further out from when the costs were incurred. These timeline gaps widen the difference between accrued expenses and billings-to-date.
CEB is reflected on financial statements as assets because it represents an unbilled receivable for revenues that will later come. Therefore, regularly monitoring CEB is critical to maintaining healthy business operations as it helps subcontractor accounting teams:
- Understand true project economics: CEB helps reveal the full profitability picture by linking incurred costs with unbilled receivables, which in turn supports more accurate revenue forecasting and job costing projections.
- Gain greater cash flow visibility: Because CEB tracking shows how much money is flowing out that’s tied up in work completed but not yet paid for, it helps them better plan and manage their cash for future expenses.
- Monitor project health: Unexpected CEB spikes could signal problems like cost overruns. Regularly comparing CEB status with the original budget is key to assessing a project’s overall health.
- Collect revenue in full: No one wants to work for free. Tracking CEB ensures that all pending receivables are ultimately invoiced and collected.
- Stay compliant: CEB reporting is required for percentage-of-completion revenue recognition, which is an important accounting standard for billing teams to adhere to.
Effective CEB oversight is much simpler with the right tools in place. With Siteline, you can easily track costs in excess of billings on each project to ensure no completed work goes unbilled. Siteline monitors all pending change orders through a project's lifespan, too, helping teams get approval quicker and convert unbilled work into invoiced revenue. If you're interested, schedule a personalized demo of Siteline here.
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Other construction terms
What is a Guaranteed Maximum Price (GMP)?
A guaranteed maximum price (GMP) is a financial cap used in construction contracts, representing the highest possible price a client can expect to pay for a particular project. This cap encompasses raw materials, labor, indirect costs, and a margin for the contractor’s profit.
While offering financial predictability and safety to the client, this method can significantly impact subcontractors. To transfer a portion of the financial risk, general contractors (GCs) typically offer subcontractors fixed-price (or lump sum) subcontracts. This setup incentivizes subcontractors to adhere to budgets and timelines, as cost overruns directly affect their profit margins (unless the client was the one who requested changes). Conversely, if the project is completed under budget, subcontractors may benefit by sharing the savings with the GC. Ultimately, GMP contracts foster transparency and collaboration, promoting shared responsibility for project success between all parties involved.
In GMP contracts where payments are tied to milestones or completion percentages, accurate pay applications—a core feature of Siteline—are crucial to getting paid sooner. Siteline also enables subcontractors to track outstanding balances and monitor their cash flow in real-time, empowering them with insights to proactively manage their financial health—which is paramount in GMP contracts. Ready to take control of your cash flow under GMP contracts? See how Siteline can help by scheduling a demo today.
What are Liquidated Damages?
Liquidated damages in the construction industry are a pre-agreed sum specified in a construction contract, which the contractor will pay to the client in the event of a breach of contract, typically when there are delays in completion. This contract clause serves as a protection mechanism for the client, giving an estimate of the potential loss they might incur due to the delay. However, liquidated damages must be a genuine pre-estimate of loss, not a penalty. They are not intended to be a punishment, but a compensation for the client's actual anticipated loss. This approach mitigates the risks and provides predictability for both parties in a construction project. One party cannot claim more than the contracted liquidated damages. They bring certainty to the potentially complex process of calculating actual damages in construction delays, thus fostering an efficient dispute resolution.
What is Capitalize?
Capitalize is a term used across various industries, including the construction industry, generally referring to the practice of funding projects with capital or money. In construction, to capitalize means to finance the project's expenses, such as materials, labor, machinery, and other costs, through capital. It involves converting expenses into assets that will contribute to a project’s long-term value. It's essential in construction project management as it is associated with acquiring funds to cover the infrastructure's total construction costs. A capitalized construction project implies that the costs will be spread out over the life of the project, not just in the construction phase. It's a crucial concept for construction companies as it significantly impacts their financial plans, resources allocation, and revenue recognition.
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