The quantity surveyor’s statement of final account for the work will be an itemized statement in the form arranged at the beginning of the contract. It should take into account the variations to the work as ordered from time to time throughout the contract in order that the client can relate all his previous record copies to the relevant section of the account. It should set the original provisional sums or prime cost assessments, made when compiling the bills of quantities, against the actual sums which have been expended on the appropriate item. It will take into account extensions of time, claims, contingencies, etc.
It will be presented through the architect to the client as a statement agreed with the contractor on the client’s behalf by his quantity surveyor as his agent, and will represent the true financial statement of account for the total works. The architect’s duty, on condition that he has satisfied himself that it is a fair interpretation of respective liabilities under the terms laid down in the Articles of Agreement (which is the extent of his authority in the agreement of the final account), is to recommend the client to pay this in settlement of the contract.
The architect, therefore, if satisfied with the work, issues his final certificate (marked Final) to the contractor when passing the final account to his client. It is not a document on which discussion takes place with a view to negotiating outstanding difficulties. If defects of any kind exist when the final certificate is due the certificate must not be issued. The issue of a ‘final’ certificate assumes that everything is acceptable. Signed copies of the account should be sent to both the client and contractor.