Retention is the part of each payment the client holds back until the maintenance period ends, usually 5% of the contract value. The money is yours but cannot be used yet.
Tracking retention separately makes sure it is not counted as available cash, and is not forgotten when the maintenance period ends.
Where the numbers come from
- The contract: retention percentage and maintenance period.
- The first (PHO) and final (FHO) handover certificates.
- Records of progress payments with retention deducted.
Columns and how to fill them
Tab Retensi in the free finance template. The examples are fictional. Withheld retention is not available cash. Rates and release dates follow the contract.
| Column | Example | How to fill it |
|---|---|---|
| Proyek/Blok | E2 | The project or block this row belongs to, for example C4. One row is for one project only. |
| Pemberi Kerja / Bank | Pemberi Kerja Contoh | Who holds the retention: the client, or the bank for mortgages (KPR). |
| No. Kontrak/BA | DEMO-KON-001 | The contract or handover document number the retention comes from. |
| Nilai Kontrak (IDR) | 1000000000 | The contract value the retention is taken from, in rupiah. |
| Retensi (%) | 5 | The percentage held back from the contract, for example 5 for 5%. |
| Retensi Ditahan (IDR) | 50000000 | Example: Rp1,000,000,000 × 5% = Rp50,000,000. Reconcile actual retention withheld. |
| Perkiraan Tanggal Cair | 31/03/2027 | Use a date supported by contract conditions; do not treat it as already received. |
| Syarat Pencairan | BA pemeliharaan disetujui | Record documents or conditions required before release. |
| Keterangan | Contoh; belum diterima | Extra notes that help explain the row, for example a confirmation status or the reason for a change. May be blank. |
How to check it
- Retention held matches the retention deducted from every payment received.
- The expected release date is the end of the maintenance period in the contract.
- The release condition is written clearly, for example maintenance certificate approved.
Common mistakes
- Retention counted as cash in the bank.
- Retention worked out on the full contract value when only part has been paid.
- A release date entered without regard to conditions not yet met.
The full guide is in How to create a construction finance report in Google Sheets. It has a free template (Excel or Google Sheets) and a checker that reads your own workbook.
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Common questions
What percentage is retention usually?
Commonly 5% of the contract value, but follow your contract.
When is retention released?
After the maintenance period ends and the final handover (FHO) is approved.
Can retention be replaced by a guarantee?
Often yes: a bank or insurance maintenance guarantee replaces it, so payments are made in full.