Section B was chased and credited — Super Save reversed all three invoices on 31 August and re-billed at $55.00 a tonne, dropped the war fuel premium and cut the fuel surcharge to 14%. Section C has not been chased: five invoices, 38,810 kg, $13,157 charged against $2,135 correct. They were already applying $55 to other C loads in the same weeks.
Invoices 8994949-0 · 9020337-0 · 9025085-0 · 9024883-0 · 9023391-0Matt budgeted $19,800 for F — twenty bins plus three dump fees. At 34,620 SF, F should generate roughly 105 tonnes: about $5,800 at $55 a tonne, up to about $35,600 if it all went at $339. Section C ran about three quarters of its weight at the high rate, so the realistic exposure is $18,000 to $25,000 against a $10,800 dump-fee allowance. Fix the waste classification before East building tear-off ramps up.
East building Section F · avoided overrunDekfast ordered 15 July on invoice 58275200; the same quantities re-ordered as IKO product on 20 July, invoice 58279696. The IKO order looks like the correction — but the Dekfast line was never closed and still has 60 plate boxes and 31 fastener boxes to ship. None of it went into the roof, so all 13 delivered boxes come back unused and there is no warranty question. Return is $5,642; the number that matters is the balance.
Open · Lane · Pacific Roof Centre PO 5512The deposit GST is fine. Each progress invoice reverses that area’s deposit share as out-of-scope and bills the gross value with GST, so Section B carried the full $10,714 and Section C $18,881.50. Nothing lost. Two real gaps remain. The netting change order was invoiced in full on 15211 as a “deposit” with no GST and nothing is scheduled to follow it, so $1,250 goes uncharged unless a closing invoice reverses and re-bills it. And the insurance upgrade was billed GST-free, where the signed quote’s final price of $1,803,887.40 includes GST on it — a $600 difference.
Invoice 15211 · insurance upgradeThe cost report's "Equipment rental" budget is Matt's contingency to the cent, section by section. The real $20,000 scaffolding line lives only on the summary tab that produced the contract price, and never reached the cost report. Equipment has already spent $36,228 against the $31,838 that is actually contingency — before East building scaffold, the roof cutter for two to three months, and generators.
Rebuild the budget from the summary tabThe schedule Woodtone holds finishes Section F on 31 October with close-out by 20 November. Matt's own model finishes F on 8 December and K on 18 December, with final payment 1 January 2027. His model has tracked accurately — it called B complete 5 August and C on 11 September when C actually finished ten days early. The signed quote says plainly: "We did not allow for work during winter conditions."
Raise with Edwin now, not in NovemberThe labour underrun is real, not a posting gap — 450.9 hours on Section B and 926.5 on C, which against posted cost works out at $71.03 and $63.29 an hour, right on Matt’s $63.75 basis. The crew simply worked fewer hours than the budget assumed. But every time entry carries a cost rate of zero, is marked non-billable, and is coded to “Sales”. The timesheet is a record of hours only, so any change order priced on crew time — netting moves, parapet build-up, skylight curbs — has to be reconstructed by hand. Set employee cost rates and fix the service coding.
QuickBooks Time · blocks CO substantiationConfirmed on a call with Ludo, 9 September. Two conditions. Woodtone’s parapets were never finished — cap flashing laid over an open top — so stripping it exposes the parapet and it must be shimmed and plywood-capped. Separately, the new assembly leaves the upstand half an inch above finished roof where code wants four, so 2×4 goes on to restore it. Neither is quoted. The first is a concealed existing condition and close to unarguable; the second is weaker — Ludo reads it as scope, and ASG may too. Price them as separate lines. Section D is done; whether either repeats on E, F and K is unknown, and F alone is 606 LF of perimeter.
Ludo sending lengths, hours, material, photosA Varimat 500, non-returnable, charged whole to 5512. It will outlive this job, and on its own it is two thirds of the contingency.
Put to the accountant| Sec | Building | Area SF | Contract | Billed | Cost actual | Cost budget | Variance | Status |
|---|---|---|---|---|---|---|---|---|
| B | West | 9,680 | 214,280 | 214,280 | 148,554 | 157,619 | −9,065 | Complete |
| C | West | 16,440 | 377,630 | 377,630 | 220,426 | 267,861 | −47,435 | Complete |
| D | East | 5,248 | 119,230 | 25,038 | 30,407 | 237,235 | — | In progress |
| E | East | 10,540 | 211,370 | 44,388 | Not started | |||
| F | East | 34,620 | 562,100 | 118,041 | 1,123 | 406,094 | — | Not started |
| K | East | 5,330 | 127,900 | 26,859 | 436 | 86,435 | — | Not started |
| Sections | 81,858 | 1,612,510 | 806,236 | 400,946 | 1,155,244 |
The “Billed” column for D, E, F and K is the 20% deposit as it was actually invoiced — 20% of each area’s GST-inclusive value, which is what invoice 15091 charged and what each progress invoice reverses. D and E are combined in Connect, so their cost is reported together; they remain separate lines on the schedule of values at $119,230 and $211,370. Start-up carries a further $28,804 of cost against no budget at all — the two Silver Star consulting lines, $380, are a different job and come off 5512.
The West building is closed out. Every East building section sits at the 20% deposit. The deposit was charged as 20% of each section’s GST-inclusive value, which is why the dollar figure — $25,038 on Section D — is a little over 20% of the net contract figure in the table. Same basis the invoices use.
| Invoice | Date | What | Net | GST | Total | Status |
|---|---|---|---|---|---|---|
| 15091 | 23 Jun | Deposit — 20% of quote and upgrades, insurance at 100% | 370,257 | — | 370,257.48 | Paid |
| 15211 | 7 Aug | CO 5512-3 debris netting, billed in full as a deposit | 25,000 | — | 25,000.00 | Paid |
| 15210 | 10 Aug | Section B 100% — 214,280 less 44,999 deposit | 169,281 | 10,714.00 | 179,995.20 | Paid |
| 15237 | 19 Aug | Section C 50% — 188,815 less 79,302 deposit | 109,513 | 9,440.75 | 118,953.45 | Paid |
| 15269 | 4 Sept | Section C 100% | 188,815 | 9,440.75 | 198,255.75 | Outstanding |
| Total | 862,866 | 29,595.50 | 892,461.88 |
Received to date $694,206.13. Invoice 15269 is the only one open
— terms are due on receipt and it is dated 4 September, so it is already payable. Woodtone has
paid every prior invoice on issue, so this is a follow-up rather than a concern.
The deposit mechanism works cleanly: each progress invoice reverses that area’s deposit share
as out-of-scope, then bills the gross section value with GST on top. That is why Section B carried
the full $10,714 of GST on $214,280 rather than on the net. The netting change order is the
exception — invoiced whole as a deposit with no GST and nothing scheduled behind it.
| Item | Contract | Billed | At 50% | At 75% | At 100% | Left to bill |
|---|---|---|---|---|---|---|
| B | 214,280 | 214,280 | — | — | — | 0 |
| C | 377,630 | 377,630 | — | — | — | 0 |
| D | 119,230 | 25,038 | 34,577 | — | 59,615 | 94,192 |
| E | 211,370 | 44,388 | 61,297 | — | 105,685 | 166,982 |
| F | 562,100 | 118,041 | 163,009 | 140,525 | 140,525 | 444,059 |
| K | 127,900 | 26,859 | 37,091 | — | 63,950 | 101,041 |
| Upgrades | 105,478 | 31,630 | — | — | 73,848 | 73,848 |
| Netting CO | 25,000 | 25,000 | — | — | — | 0 |
| Total | 1,742,988 | 862,866 | 295,974 | 140,525 | 443,623 | 880,122 |
$880,122 net still to invoice, plus GST — a little over half the
contract. Section F alone is $444,059 of it, and it is the only section with a 75% milestone, so it
bills in three tranches rather than two. The upgrades tail of $73,848 — parapet caps, the
warranty and the skylight — falls at completion, which puts it in the same window as the
close-out.
The billing plan has the netting change order due at 100% completion. It was actually
invoiced up front as a deposit on 15211, which is why no GST was charged and why nothing
remains scheduled against it.
Disposal here is already net of $6,761 of Super Save credits chased down using Matt's information. Without them B would have been $15,044.
Disposal is the whole overrun, and the recovery claim is worth more than the overrun. Chase it and C moves from $47,435 favourable to roughly $60,000.
Priced by Pacific, 9 Sept. Lane measured the damaged curb at 50¼″ × 98″ outside. Pacific came back with a stock item — Model 52100, Acrylic Dome AOF curb mount, fixed, mill aluminium base, double glazed clear, black frame, outside fastening, built for an outside curb of 50¼″ × 98¼″. $1,571.32 each, 1–2 week lead time. Not a special order after all, and nothing like the 6–8 weeks I had been warning about.
Two things to settle before it is ordered. Pacific requires a curb width of 2″ minimum; Lane measured 1 15/16″, which is 1/16″ under — get it confirmed or shim the curb rather than find out on install day. And the model is double glazed clear where the contract says Low-E; they are not the same thing. Also tell them flat or sloped, and the direction if sloped.
Every West building skylight went back on reused. No new unit has been installed yet — which is why no dome appears on any Pacific invoice, only screws and shingle nails. The one damaged unit is still waiting on its replacement — whether that is the contract’s one skylight or a separate $2,700 CO is being checked with Lane and Dare. Forward risk: Section F has 26 units to come off; the West building lost one of 18, so budget one or two more at $2,700, not three.
Two sheets under plan on a full replacement of two sections. The contract gives Woodtone a credit for unused sheets and the whole 65 is still live. The contract sets no rate; Matt’s intent was cost plus $10 — $59 a sheet, so $3,835 if none are used. Section D needed no deck at all. Agree the credit rate with Edwin before close-out, not after.
The mill runs while the roof comes off. Netting hangs under the deck to stop tear-off debris dropping onto a live production floor, and it moves with the work rather than staying put — so it is a reusable asset, not a consumable. Eight tarps and 220 cables, bought in two Amazon orders on 7 August on the business MasterCard, and none of it is coded to the job yet.
Material is $3,899 landed — $3,424 of goods plus $475 of net import fees — against a $25,000 change order. The CO was always labour and risk. Which means the East building change order is labour, not material — hanging, dismantling and re-hanging, section after section. 5512-3 already carries “dismantle and move netting as work progresses”, but it is scoped to West building Section C, so every East building move sits outside it and outside the $25,000. Nobody has been counting the moves; the register now does.
Two things ride on this. Woodtone supplies the man lift and the spotters under 5512-3 — if either is missing when the crew needs to shift nets, tear-off stops, and that is a delay record worth keeping. And netting is explicitly not a fall protection device: roof-level debris mitigation still has to be maintained regardless.
The whole job was released as one order on PO 5512 and is being drawn down. Crane is billing $750 a lift against a $250 budget, with HIAB hourly on top.
Matt’s rules for the East building, 9 Sept: Section F draws in two orders, the second trued up against what is actually left or running short. SAM primer goes up by one pail per 10 squares after the crew’s procedure change — that is the “extra glue” on F, and it is the vapour-barrier primer, not TPO adhesive. Matt puts Section F at ±40 pails, and says so loosely: he counted TPO rolls, not square feet, so waste is in it, and 40 is the by-the-book case — the vapour barrier must be fully adhered wherever it is not mechanically attached the same day. Keep the crew laying ISO and plates over the MVP before they knock off and the primer draw falls. His framing: a big burn on SAM that should pay back in labour — so East building hours against the day-rate budget are the test of whether the change was worth it. Plates and fasteners were budgeted before IKO approved the fastening pattern, so the crew should be using fewer than ordered. Pacific brought them in specially and they must be taken, but they are HD product and work on any mechanically-attached TPO job — surplus goes to stock, not to waste.
Revised schedule issued to Woodtone, 21 July
Matt's costing model
Bars run from a common 15 July start to each section's completion date. Right-hand figures are
the two completion dates. Matt's model has tracked accurately so far, and it puts final payment
at 1 January 2027.
Sections D and E were scheduled for late July on the client's copy and have only started now — the East building is running roughly six weeks behind that document. The quote excludes winter work, so if the December dates are closer to the truth, Edwin needs telling.