FIBER · ELECTRICAL AND TECHNOLOGY · FIXED BY STEP 07

Retainage releases per work order, and you're third in line

Your money is stuck behind a carrier, a turf vendor, and a QC desk, released a few thousand at a time on work orders you finished last year.

WHY IT'S A FIBER PROBLEM

Most subs hold one retainage balance per project and can quote it off the top of their head. You hold retainage on hundreds of individual work orders, released one at a time by a QC desk two companies removed from you. The office tracks nothing at that grain, so it ages out of view a few thousand dollars at a time until the total reaches six figures.

WHAT IT COSTS

The size of it

Sixty to a hundred twenty day collection cycles run against a business whose largest cost is weekly field payroll. Retainage becomes a receivable no one tracks by work order, and real money disappears from the conversation.

OVERHEAD AT $1M–$5M

15%

CFOS target 14% for fiber.

GROSS MARGIN AT $1M–$5M

22%

CFOS target 24.5% for fiber.

NET PROFIT AT $1M–$5M

CFOS target 10.5% for fiber.

The chain runs carrier to turf vendor to local sub to splice sub, and you're somewhere in the middle of it. Each layer holds five to ten percent retainage and each layer's terms are pay-when-paid, so your DSO is the sum of everyone above you, not the terms printed on your own contract. Retainage releases at final acceptance of the as-built package per work order, which means the same paperwork that delays the invoice delays the retainage behind it. On grant-funded builds the hold runs to the end of a two or three year program even though your boring wrapped up in month three.

WHAT TO DO

Three moves, in order

STEP 01

Build a retainage schedule keyed to work order with the acceptance date, the release trigger, and the layer of the chain holding it.

STEP 02

Ask the turf vendor monthly, in writing, for their aging of your accepted work orders and reconcile it line by line to yours.

STEP 03

On grant-funded routes, price the long hold into the rate before you sign and track that retainage separately so it never gets counted as collectible in ninety days.

THE FIX

Step 07: Monthly cadence

Weekly bookkeeping, cost to complete, and one CEO report, on the same days every month.

CFOS-07 · CHAPTER 7

The monthly close that takes a contractor 5 hours

What this step changes, what it depends on, and how to tell it's installed.

BENCHMARKS

Fiber by revenue band

All 7 bands are published. The CFOS target is beside the figure up to $10M to $25M, and the 4 bands above that are labelled modeled.

ACROSS EVERY TRADE

Profitable on the P&L, out of cash

Your P&L says you made money and your bank account says you didn't. Neither is wrong.

SAME TRADE

What else costs fiber contractors money

FIBER · CFOS-06

Make-ready is months of cash out before a billable foot

You applied in the spring, wired make-ready money to the pole owner, and the transfers still aren't done while the bucket crew waits.

FIBER · CFOS-04

Standby for locates has no line on your rate sheet

The crew rolled at seven, the gas marks weren't there, and by three you had paid eight guys for a day with no footage on it.

FIBER · CFOS-04

A frozen MSA rate sheet bleeds a point a quarter

You signed the same rate sheet two years ago, diesel and wages went up, and the P&L looks busier and thinner every quarter.

FIBER · CFOS-05

Placed footage isn't money until QC accepts the package

You put forty thousand feet in the ground and the traces pass, but you can't send the invoice because the redlines are still in review.

SAME MECHANISM, OTHER TRADES

The same mechanism in other trades

CIVIL

Your retainage is waiting on 70 percent grass

You finished grading in month three and utilities in month six, and the last 5 to 10 percent of your contract is locked behind a seed bed that has to hit 70 percent cover.

CONCRETE

Done in June, Retention Releases When the Building Opens

Footings, foundations, and slab-on-grade are the first real dollar volume on the site, so you bill most of your contract early and then wait on a building you left a year and a half ago.

DEMOLITION

Demo Goes First And Gets Its Retention Back Last

You work five weeks and wait twenty months for the money. Your retention rides the prime's substantial completion on a building you left before the foundation went in.

QUESTIONS

What fiber owners ask

Tracking retainage by work order on turf vendor work?

Your money is stuck behind a carrier, a turf vendor, and a QC desk, released a few thousand at a time on work orders you finished last year.

What does it cost?

What do I do first?

Build a retainage schedule keyed to work order with the acceptance date, the release trigger, and the layer of the chain holding it.

What are fiber contractors supposed to be making?

Fiber runs 22% gross margin, 15% overhead and 7% net profit before taxes at $1M–$5M. The all-trade average is 7%, so this trade is right on it. The CFOS target is 10.5%.

Which part of the system fixes it?

The step is number 07, monthly cadence. Weekly bookkeeping, cost to complete, and one CEO report, on the same days every month. It comes from chapter 7 of CONTROL: The Construction Financial Operating System.

OR HAVE IT HANDLED

Everything on this page is something you can install yourself, andCONTROL is the order to do it in. If you would rather buy the finished result, SPM The Construction CFO does this work for fiber contractors as a service. It is a separate firm, Sulphur Prairie Management, LLC, run by the same author.

What a fractional CFO does for fiber contractors

AUTHOR

JOSH LUEBKER

MASTER ELECTRICIAN · 150+ PROJECTS · $2.1B+ MANAGED

Wrote CONTROL, the 8 step system behind these figures. More about the author.