Subcontractor Payment Tracker

Business Case

Problem Statement

Subcontractor payments require careful management:

• Complex payment schedules
• Lien waiver tracking
• Compliance documentation
• Cash flow coordination

Solution

Comprehensive subcontractor payment tracking with lien waiver management, compliance monitoring, and payment scheduling.

Technical Implementation

python
import pandas as pd
from datetime import datetime, date, timedelta
from typing import Dict, Any, List, Optional
from dataclasses import dataclass, field
from enum import Enum


class PaymentStatus(Enum):
    SCHEDULED = "scheduled"
    INVOICED = "invoiced"
    APPROVED = "approved"
    PAID = "paid"
    HELD = "held"
    DISPUTED = "disputed"


class WaiverType(Enum):
    CONDITIONAL_PROGRESS = "conditional_progress"
    UNCONDITIONAL_PROGRESS = "unconditional_progress"
    CONDITIONAL_FINAL = "conditional_final"
    UNCONDITIONAL_FINAL = "unconditional_final"


@dataclass
class LienWaiver:
    waiver_id: str
    waiver_type: WaiverType
    through_date: date
    amount: float
    received_date: Optional[date]
    file_path: str = ""


@dataclass
class SubcontractorPayment:
    payment_id: str
    subcontractor_id: str
    invoice_number: str
    invoice_date: date
    amount: float
    retention_held: float
    status: PaymentStatus
    scheduled_date: date
    paid_date: Optional[date] = None
    check_number: str = ""
    lien_waiver: Optional[LienWaiver] = None
    notes: str = ""


@dataclass
class Subcontractor:
    sub_id: str
    company_name: str
    contact_name: str
    email: str
    phone: str
    contract_amount: float
    retention_percent: float
    trade: str
    payments: List[SubcontractorPayment] = field(default_factory=list)
    insurance_expiry: Optional[date] = None
    license_number: str = ""

    @property
    def total_paid(self) -> float:
        return sum(p.amount for p in self.payments if p.status == PaymentStatus.PAID)

    @property
    def total_retention(self) -> float:
        return sum(p.retention_held for p in self.payments)

    @property
    def balance_remaining(self) -> float:
        return self.contract_amount - self.total_paid - self.total_retention


class SubcontractorPaymentTracker:
    """Track subcontractor payments and compliance."""

    def __init__(self, project_name: str):
        self.project_name = project_name
        self.subcontractors: Dict[str, Subcontractor] = {}
        self._payment_counter = 0

    def add_subcontractor(self, company_name: str, contact_name: str, email: str,
                         phone: str, contract_amount: float, trade: str,
                         retention_percent: float = 0.10) -> Subcontractor:
        sub_id = f"SUB-{len(self.subcontractors) + 1:03d}"
        sub = Subcontractor(
            sub_id=sub_id,
            company_name=company_name,
            contact_name=contact_name,
            email=email,
            phone=phone,
            contract_amount=contract_amount,
            retention_percent=retention_percent,
            trade=trade
        )
        self.subcontractors[sub_id] = sub
        return sub

    def record_invoice(self, sub_id: str, invoice_number: str, invoice_date: date,
                      gross_amount: float, scheduled_date: date = None) -> SubcontractorPayment:
        if sub_id not in self.subcontractors:
            raise ValueError(f"Subcontractor {sub_id} not found")

        sub = self.subcontractors[sub_id]
        self._payment_counter += 1

        retention = gross_amount * sub.retention_percent
        net_amount = gross_amount - retention

        payment = SubcontractorPayment(
            payment_id=f"PAY-{self._payment_counter:05d}",
            subcontractor_id=sub_id,
            invoice_number=invoice_number,
            invoice_date=invoice_date,
            amount=net_amount,
            retention_held=retention,
            status=PaymentStatus.INVOICED,
            scheduled_date=scheduled_date or invoice_date + timedelta(days=30)
        )
        sub.payments.append(payment)
        return payment

    def approve_payment(self, payment_id: str, sub_id: str):
        sub = self.subcontractors.get(sub_id)
        if not sub:
            return
        for payment in sub.payments:
            if payment.payment_id == payment_id:
                payment.status = PaymentStatus.APPROVED
                break

    def record_payment(self, payment_id: str, sub_id: str, check_number: str,
                      paid_date: date = None):
        sub = self.subcontractors.get(sub_id)
        if not sub:
            return
        for payment in sub.payments:
            if payment.payment_id == payment_id:
                payment.status = PaymentStatus.PAID
                payment.paid_date = paid_date or date.today()
                payment.check_number = check_number
                break

    def attach_lien_waiver(self, payment_id: str, sub_id: str, waiver_type: WaiverType,
                          through_date: date, amount: float, received_date: date = None):
        sub = self.subcontractors.get(sub_id)
        if not sub:
            return
        for payment in sub.payments:
            if payment.payment_id == payment_id:
                waiver = LienWaiver(
                    waiver_id=f"LW-{payment_id}",
                    waiver_type=waiver_type,
                    through_date=through_date,
                    amount=amount,
                    received_date=received_date or date.today()
                )
                payment.lien_waiver = waiver
                break

    def get_pending_payments(self) -> List[Dict[str, Any]]:
        pending = []
        for sub in self.subcontractors.values():
            for payment in sub.payments:
                if payment.status in [PaymentStatus.INVOICED, PaymentStatus.APPROVED]:
                    pending.append({
                        'payment_id': payment.payment_id,
                        'subcontractor': sub.company_name,
                        'invoice': payment.invoice_number,
                        'amount': payment.amount,
                        'scheduled': payment.scheduled_date,
                        'status': payment.status.value,
                        'has_waiver': payment.lien_waiver is not None
                    })
        return sorted(pending, key=lambda x: x['scheduled'])

    def get_missing_waivers(self) -> List[Dict[str, Any]]:
        missing = []
        for sub in self.subcontractors.values():
            for payment in sub.payments:
                if payment.status == PaymentStatus.PAID and not payment.lien_waiver:
                    missing.append({
                        'subcontractor': sub.company_name,
                        'payment_id': payment.payment_id,
                        'amount': payment.amount,
                        'paid_date': payment.paid_date
                    })
        return missing

    def get_summary(self) -> Dict[str, Any]:
        total_contract = sum(s.contract_amount for s in self.subcontractors.values())
        total_paid = sum(s.total_paid for s in self.subcontractors.values())
        total_retention = sum(s.total_retention for s in self.subcontractors.values())

        return {
            'project': self.project_name,
            'total_subcontractors': len(self.subcontractors),
            'total_contract_value': total_contract,
            'total_paid': total_paid,
            'total_retention_held': total_retention,
            'remaining_to_pay': total_contract - total_paid - total_retention,
            'pending_payments': len(self.get_pending_payments()),
            'missing_waivers': len(self.get_missing_waivers())
        }

    def export_report(self, output_path: str):
        with pd.ExcelWriter(output_path, engine='openpyxl') as writer:
            # Summary by subcontractor
            sub_data = [{
                'ID': s.sub_id,
                'Company': s.company_name,
                'Trade': s.trade,
                'Contract': s.contract_amount,
                'Paid': s.total_paid,
                'Retention': s.total_retention,
                'Balance': s.balance_remaining
            } for s in self.subcontractors.values()]
            pd.DataFrame(sub_data).to_excel(writer, sheet_name='Subcontractors', index=False)

            # All payments
            pay_data = []
            for sub in self.subcontractors.values():
                for p in sub.payments:
                    pay_data.append({
                        'Payment ID': p.payment_id,
                        'Subcontractor': sub.company_name,
                        'Invoice': p.invoice_number,
                        'Amount': p.amount,
                        'Retention': p.retention_held,
                        'Status': p.status.value,
                        'Scheduled': p.scheduled_date,
                        'Paid': p.paid_date,
                        'Waiver': p.lien_waiver.waiver_type.value if p.lien_waiver else 'Missing'
                    })
            if pay_data:
                pd.DataFrame(pay_data).to_excel(writer, sheet_name='Payments', index=False)

        return output_path

Quick Start

python
tracker = SubcontractorPaymentTracker("Office Tower")

# Add subcontractor
sub = tracker.add_subcontractor(
    company_name="ABC Electrical",
    contact_name="John Smith",
    email="john@abcelectric.com",
    phone="555-1234",
    contract_amount=500000,
    trade="Electrical"
)

# Record invoice
payment = tracker.record_invoice(sub.sub_id, "INV-001", date.today(), 50000)

# Approve and pay
tracker.approve_payment(payment.payment_id, sub.sub_id)
tracker.record_payment(payment.payment_id, sub.sub_id, "CHK-12345")

# Attach waiver
tracker.attach_lien_waiver(payment.payment_id, sub.sub_id,
                          WaiverType.UNCONDITIONAL_PROGRESS, date.today(), 50000)

Resources

• DDC Book: Chapter 3.1 - Cost Management