Capital Programmes
Capital Retention Release Tracking
Retention monies protect the municipality against latent defects, and failing to release them on time is both a cash-flow risk to contractors and a contract-compliance exposure.
Why Retention Release Tracking Matters
Retention is a portion of each payment withheld until the defects liability period expires, giving the municipality leverage to ensure defects are remedied. Holding retention past its due date or releasing it prematurely both create exposure - the first to contractor disputes and the second to losing recourse on defective work. AuditPro Core tracks retention held and released against each defects liability period so releases are timely, justified and fully evidenced.
The Numbers
AuditPro Core renders this view from your tenant's live, tamper-evident records. The figures below are illustrative sample data.
Retention held
R 31.7 m
Released early
R 4.2 m
6 projects
In DLP
22
Defects open
9
Retention balance over time
Release exceptions
| Project | Released Rm | DLP ends |
|---|---|---|
| Clinic upgrade | 1.8 | 2026-09 |
| Sports field | 1.1 | 2026-11 |
| Library | 1.3 | 2026-08 |
Figures shown are illustrative sample data for demonstration. AuditPro Core renders these views from your own tenant's live, tamper-evident records.
Retention held
Retention held is the accumulated amount withheld across certified payments. It must be accurately recorded as a liability and reconciled to the contract terms.
Defects liability period
This is the window after practical completion during which the contractor must remedy defects at its own cost. Retention should only be released once this period closes and defects are cleared.
Premature release risk
Releasing retention before the defects period expires surrenders the municipality's primary lever to compel repairs, potentially turning a contractor's liability into a municipal cost.
Stale retention
Retention held long past its due date ties up contractor cash and can trigger disputes, interest claims and reputational friction with the supplier base.
How AuditPro Core Bridges the Gap
- Reconciliation: retention balances reconcile to certified payments and contract terms so the liability is accurate.
- Exception workflow: retention due for release or held overdue routes for action with defect sign-off attached.
- Traceability to source: each release links to the completion certificate and defects clearance for audit evidence.
- Continuous monitoring: upcoming release dates are tracked so neither premature nor stale releases occur.
Key Takeaways
- Retention is the municipality's main lever to enforce defect repairs; release it only when justified.
- Releasing early surrenders recourse; holding too long invites contractor disputes.
- Accurate retention balances depend on reconciliation to certified payments.
- Every release should be backed by completion and defects-clearance evidence.
See This on Your Own Data
AuditPro Core renders this dashboard from your tenant's live, tamper-evident records — every figure traceable to source.