Retention Track
For main contractors

The detail behind your retention provision.

One balance on the balance sheet, a spreadsheet behind it, reconciled by hand every month. Retention Track reads the retention you withhold from Xero and reports what's held, released and remaining, per contract and per subcontractor.

Book a demoHow it works
Reads your provision account in Xero£10 per subcontract
Retention held · by subcontractorRead from Xero, today
Provision account in Xero£412,600
The register, 96 subcontracts£412,600
Reconciled 30 Nov
SubcontractorHeldReleasedRemaining
Brightside ElectricalWestbank Apartments · end of defects 3 Nov 2027£38,200£19,100£19,100
Keel ConcreteWestbank Apartments · end of defects 3 Nov 2027£52,400£26,200£26,200
Hartley PlasteringNorthgate school hall · completion 12 Dec 2026£14,860£0£14,860
Arc RoofingLakeside Medical fitout · released in full£9,420£9,420£0

and 92 more, by project

At the end of defects

The end of defects is a number, not a day.

When a final release comes in and the provision says something else, someone opens every valuation on that subcontract. With the retention kept per valuation, the balance is already on screen when the request arrives.

Brightside Electrical · Westbank ApartmentsSC-0418
Withheld, valuations 1 to 13£34,650
Withheld, valuation 14£2,100
Withheld, valuation 15£1,450
Held in total£38,200
Released at practical completion, paid 3 Nov 2026£19,100
Remaining£19,100
Final release requested, 3 Nov 2027Matches the register£19,100
Statements

Statements whenever a subcontract calls for them.

Retention held, per subcontractor and per valuation, ready to send or check when it's asked for.

Ready to send

The balance per subcontract, with every valuation behind it.

The record

What went to whom and when, kept against each subcontract.

How it's set up

Your export in, your provision reconciled.

Only subcontracts still holding retention are loaded, and what onboarding needs is set out on the call.

  1. Your subcontract export

    One line per subcontract from your project system, grouped by project where it allows.

  2. The bills against each

    So the retention withheld on every valuation is matched to its subcontract.

  3. Linked to your provision

    The control account you already have in Xero. Nothing moves out of it.

  4. Reconciled every month

    Held, released and remaining, per contract and per subcontractor, on demand.

£10
per subcontract, once
Fixed
pricing for larger volumes
20
minute demo, with onboarding set out on the call

See the provision reconciled.

A 20 minute demo. Onboarding, and fixed pricing for larger volumes, are set out on the call.

Book a demo