Accounting for Construction Progress Billing and Holdbacks: A CPA’s Guide for Ontario Contractors

ByManan Patel

Accounting for Construction Progress Billing and Holdbacks: A CPA’s Guide for Ontario Contractors

Construction projects in Ontario involve complex billing and payment structures that require specialized accounting knowledge. Whether you’re a general contractor, subcontractor, or construction business owner in Mississauga, the GTA, or across Ontario, understanding progress billing and holdback accounting is critical for cash flow management, compliance, and financial health. Learn more about Insight Accounting CPA’s construction industry expertise.

This comprehensive guide explains construction progress billing mechanics, holdback accounting under Ontario’s Construction Act, and best practices for contractors working in the Greater Toronto Area and throughout Canada.

By Bader A. Chowdry, CPA, CA, LPA | Insight Accounting CPA

What is Construction Progress Billing?

Construction progress billing is a method of invoicing clients based on the percentage of work completed or specific project milestones. Unlike traditional invoicing where payment occurs upon delivery, construction projects typically span months or years, requiring periodic billing as work progresses.

Key Components of Progress Billing

1. Contract Value: Total project price agreed upon

2. Percentage of Completion: Measured work completed to date

3. Progress Invoice: Billing for completed work

4. Retainage/Holdback: Amount withheld until project completion

5. Payment Terms: Net 30, 45, or 60 days typical in Ontario

Ontario Construction Act Holdback Requirements

The Construction Act (formerly the Construction Lien Act) governs construction payments in Ontario. It mandates specific holdback requirements to protect subcontractors, suppliers, and workers.

Mandatory Holdback Provisions

Under the Construction Act:

  • 10% Basic Holdback: Owners and contractors must withhold 10% of the value of work completed
  • Holdback Period: Must be retained for 45-60 days after substantial completion
  • Lien Rights: Provides security for unpaid subcontractors and suppliers
  • Trust Provisions: Construction funds held in statutory trust

Substantial Completion and Holdback Release

Substantial Completion occurs when:

  • Work is sufficiently complete for intended use
  • Only minor deficiencies remain
  • Certificate of Substantial Completion issued

Holdback Release Timeline:

  • 45 days after publication of Certificate of Substantial Completion
  • No liens registered during this period
  • Final payment triggers different lien periods for different parties

Accounting Methods for Construction Contracts

Construction companies in Ontario can use different accounting methods depending on contract type, size, and financial reporting framework (ASPE vs. IFRS).

1. Percentage of Completion Method

Most commonly used for long-term contracts. Revenue recognized based on progress toward completion.

Formula:

“`

Revenue Recognized = (Costs Incurred to Date / Total Estimated Costs) Contract Price

“`

Advantages:

  • Matches revenue with work performed
  • Provides accurate period-by-period financial picture
  • Required under ASPE 3400 for certain contracts

Example:

Contract Value: $1,000,000

Costs Incurred to Date: $400,000

Total Estimated Costs: $800,000

Percentage Complete: 50%

Revenue Recognized: $500,000

2. Completed Contract Method

Revenue and expenses recognized only upon project completion.

When to Use:

  • Short-duration projects (under 12 months)
  • High uncertainty in cost estimates
  • Small contracts where method choice doesn’t materially impact financials

Disadvantage: Can distort financial statements during multi-year projects

3. Modified Percentage of Completion

Hybrid approach used when outcome can be estimated reliably for costs but not total contract value.

Accounting for Holdbacks: Journal Entries

Proper holdback accounting ensures accurate financial reporting and compliance with the Construction Act.

Initial Progress Billing with Holdback

Invoice to Owner:

| Account | Debit | Credit |

|———|——-|——–|

| Accounts Receivable | $100,000 | |

| Revenue | | $100,000 |

Record Holdback:

| Account | Debit | Credit |

|———|——-|——–|

| Holdback Receivable | $10,000 | |

| Accounts Receivable | | $10,000 |

Net Result:

  • Accounts Receivable (due now): $90,000
  • Holdback Receivable (due after 45 days post-completion): $10,000

Payment from Owner (90%)

| Account | Debit | Credit |

|———|——-|——–|

| Cash | $90,000 | |

| Accounts Receivable | | $90,000 |

Holdback to Subcontractors

When billing from subcontractors:

| Account | Debit | Credit |

|———|——-|——–|

| Subcontractor Costs | $50,000 | |

| Accounts Payable | | $45,000 |

| Holdback Payable | | $5,000 |

Pay 90% to Subcontractor:

| Account | Debit | Credit |

|———|——-|——–|

| Accounts Payable | $45,000 | |

| Cash | | $45,000 |

Release of Holdbacks After Lien Period

Receive Holdback from Owner:

| Account | Debit | Credit |

|———|——-|——–|

| Cash | $10,000 | |

| Holdback Receivable | | $10,000 |

Pay Holdback to Subcontractor:

| Account | Debit | Credit |

|———|——-|——–|

| Holdback Payable | $5,000 | |

| Cash | | $5,000 |

Financial Statement Presentation

Balance Sheet Classification

Assets:

  • Accounts Receivable (Trade) Current
  • Holdback Receivable Current (if release expected within 12 months) or Long-term

Liabilities:

  • Accounts Payable (Trade) Current
  • Holdback Payable Current (if payment expected within 12 months)

Work in Progress (WIP) Presentation

Under ASPE 3400:

Contract Asset (WIP in Excess of Billings):

  • Costs incurred + Recognized profit > Billings to date
  • Presented as current asset

Contract Liability (Billings in Excess of WIP):

  • Billings to date > Costs incurred + Recognized profit
  • Presented as current liability

Cash Flow Management with Progress Billing

Construction companies face unique cash flow challenges due to holdbacks, long payment terms, and upfront material costs.

Best Practices for GTA Contractors

1. Front-Load Billing Schedule: Negotiate milestone billing that accelerates early payments

2. Monitor WIP Reports: Weekly or bi-weekly WIP tracking prevents cost overruns

3. Manage Retainage: Track holdback receivables and payables separately

4. Factor Financing: Consider factoring receivables (excluding holdbacks) for immediate cash

5. Bonding Capacity: Maintain strong financial statements to maximize bonding limits

6. Subcontractor Payment Timing: Balance trust requirements with cash flow optimization

Key Performance Indicators (KPIs)

| KPI | Target | What It Measures |

|—–|——–|——————|

| Days Sales Outstanding (DSO) | < 45 days | Collection efficiency |

| WIP Turnover | 4-6x annually | Project completion velocity |

| Gross Profit Margin | 15-25% | Project profitability |

| Overbilling Ratio | < 10% | Billing vs. work performed |

Tax Implications of Progress Billing

HST on Construction Services

In Ontario, construction services are generally subject to 13% HST.

HST Reporting on Progress Billing:

  • HST collected on invoices (including holdback portion)
  • HST remitted when invoice issued, not when payment received
  • Input Tax Credits (ITCs) claimed on subcontractor and material costs

Example:

Progress invoice: $100,000

HST @ 13%: $13,000

Total invoice: $113,000

Holdback (10%): $11,300

Amount due: $101,700

HST remittance: Full $13,000 owed in period invoice issued (even though $11,300 held back)

Income Tax Considerations

Revenue Recognition:

  • Tax law generally follows accounting policy (percentage of completion or completed contract)
  • CRA accepts either method if applied consistently

Timing Differences:

  • Progress billing can create temporary differences between book income and tax income
  • Important for tax planning and estimated installments

Common Mistakes in Construction Billing Accounting

1. Misclassifying Holdbacks

Mistake: Recording holdbacks as regular accounts receivable

Impact: Overstates current assets; misleads cash flow projections

Solution: Separate chart of accounts codes for holdbacks

2. Failing to Accrue Revenue Under Percentage of Completion

Mistake: Only recognizing revenue when invoiced

Impact: Understates earned revenue; distorts financial performance

Solution: Monthly WIP analysis and revenue accrual

3. Not Tracking Lien Deadlines

Mistake: Missing 45-day lien period calculations

Impact: Risk of liens on property; delayed holdback release

Solution: Calendar system tracking substantial completion dates

4. Improper HST Reporting

Mistake: Only remitting HST on cash collected (holdback portion excluded)

Impact: CRA penalties and interest

Solution: Remit HST on full invoice amount regardless of holdback

5. Inadequate Cost Tracking

Mistake: Poor job costing leading to inaccurate percentage completion

Impact: Revenue recognition errors; profit margin distortion

Solution: Real-time job costing software integrated with accounting system

Software and Systems for Construction Accounting

Modern construction companies in Mississauga and the GTA should leverage specialized software:

Recommended Platforms

1. Procore Project management with integrated financials

2. Sage 300 Construction Comprehensive construction ERP

3. Foundation Software Job costing and project accounting

4. QuickBooks Desktop Enterprise (Contractor Edition) SMB solution

5. Viewpoint (formerly Spectrum) Large contractor platform

Integration Requirements

  • Real-time job costing
  • WIP reporting capabilities
  • Holdback tracking (both receivable and payable)
  • Lien deadline calendaring
  • Progress billing templates compliant with Construction Act
  • HST automation

Construction Act Compliance Checklist

For Ontario contractors and construction businesses:

Progress Billing:

  • Invoice format includes project description, period covered, percentage complete
  • Proper holdback calculation (10% of invoice value)
  • HST clearly stated and separated

Holdback Management:

  • Separate accounting for holdbacks receivable and payable
  • Tracking of substantial completion dates
  • 45-day lien period calendar
  • Statutory declaration process for holdback release

Trust Requirements:

  • Construction funds held in trust per Construction Act Section 7
  • No commingling of trust funds with operating funds
  • Proper documentation of trust fund flow

Lien Rights Protection:

  • Timely registration of liens when necessary
  • Preservation of lien rights within statutory deadlines
  • Legal counsel engaged for complex lien situations

How Insight Accounting CPA Helps GTA Contractors

At Insight Accounting CPA in Mississauga, we specialize in construction accounting for contractors throughout the Greater Toronto Area, Ontario, and across Canada. Our services include:

Construction Accounting Services

  • Progress billing setup and automation Customized billing templates and workflows
  • Holdback accounting and tracking Ensuring Construction Act compliance
  • WIP reporting Monthly analysis of work in progress and profitability
  • Job costing systems Real-time cost tracking by project
  • Cash flow forecasting 13-week rolling forecasts considering holdbacks and payment terms
  • Software implementation QuickBooks, Sage, Procore integration

Tax Planning for Contractors

CFO-Level Strategic Support

  • Bonding capacity analysis and improvement
  • Banking relationships and covenant compliance
  • Bid pricing and margin analysis
  • Growth capital planning
  • Fractional CFO services for growing contractors

FAQ: Construction Progress Billing and Holdbacks

1. What is the difference between retainage and holdback in Ontario?

In Ontario construction accounting, the terms are often used interchangeably, but technically:

  • Holdback is the statutory term under the Construction Act (mandatory 10%)
  • Retainage is a contractual term that may exceed the statutory minimum

The Construction Act requires a minimum 10% holdback, but contracts can specify higher retainage amounts (e.g., 15% or 20%).

2. When can a contractor release holdbacks to subcontractors?

Holdbacks can be released 45 days after the earlier of:

  • Publication of the Certificate of Substantial Completion, or
  • Completion of the subcontractor’s portion of the work (if earlier than substantial completion)

During this 45-day period, subcontractors and suppliers can register liens. If no liens are registered, holdbacks are released.

3. How do I account for change orders in progress billing?

Change Order Accounting:

1. Approved Change Orders: Add to contract value and recognize revenue under percentage of completion

2. Pending Change Orders: Do NOT recognize revenue until approved in writing

3. Disputed Amounts: Exclude from revenue recognition until resolved

Example:

Original contract: $500,000

Approved change orders: $50,000

Revised contract value: $550,000

Use $550,000 for percentage completion calculation

4. What happens if I don’t withhold the 10% holdback?

Failing to withhold the statutory holdback has serious consequences:

  • Personal Liability: Directors/owners can be held personally liable
  • Lien Exposure: Property owner exposed to double payment risk
  • Trust Violations: Breach of statutory trust provisions
  • Legal Costs: Defending against lien claims and trust violations

Always withhold the minimum 10% to comply with the Construction Act.

5. How should I report WIP on financial statements?

Under ASPE 3400:

If Revenue Recognized > Billings to Date:

  • Net amount shown as “Costs and Earnings in Excess of Billings” (Asset)

If Billings to Date > Revenue Recognized:

  • Net amount shown as “Billings in Excess of Costs and Earnings” (Liability)

Example:

| Project | Costs Incurred | Revenue Recognized | Billings to Date | Balance Sheet |

|———|—————-|——————-|——————|—————|

| A | $100,000 | $125,000 | $90,000 | Asset: $35,000 |

| B | $50,000 | $60,000 | $75,000 | Liability: $15,000 |

6. Can I use the cash method of accounting for my construction business?

The cash method is generally not acceptable for construction companies in Canada:

  • ASPE 3400 requires either percentage of completion or completed contract method
  • Cash method doesn’t comply with GAAP
  • Banks and bonding companies require GAAP-compliant financials
  • CRA may challenge tax filings using cash method for large contractors

Exception: Very small contractors (under $500K annual revenue) may use cash for tax purposes only, but should maintain GAAP books for business decision-making.

Conclusion: Mastering Construction Accounting in Ontario

Proper accounting for construction progress billing and holdbacks is essential for:

Compliance with Ontario’s Construction Act

Cash flow management in a capital-intensive industry

Accurate financial reporting for stakeholders

Protection of lien rights and trust fund obligations

Tax optimization through proper revenue recognition

Whether you’re a general contractor in Mississauga, a specialty trade contractor in the GTA, or a construction business anywhere in Ontario or Canada, getting progress billing and holdback accounting right protects your business and supports growth.

Work with Mississauga’s Construction Accounting Experts

At Insight Accounting CPA, we bring deep expertise in construction accounting, progress billing systems, and Construction Act compliance. Led by Bader A. Chowdry, CPA, CA, LPA, our team understands the unique challenges facing contractors in Mississauga, Toronto, and throughout the Greater Toronto Area.

Our construction accounting services include:

  • Progress billing and WIP reporting
  • Holdback tracking and compliance
  • Job costing system implementation
  • Construction tax planning (HST, corporate tax, SR&ED)
  • Bonding capacity optimization
  • CFO-level financial advisory

Call us today: (905) 270-1873

Email: info@insightscpa.ca

Visit: insightscpa.ca

Serving Mississauga, GTA, Toronto, Ontario, and across Canada

Let us help you build a stronger financial foundation for your construction business. Contact Insight Accounting CPA today for a consultation with a construction accounting specialist.

About the Author

Bader A. Chowdry, CPA, CA, LPA is the founder of Insight Accounting CPA Professional Corporation in Mississauga, Ontario. With extensive experience serving construction contractors and trade businesses across the GTA, Bader specializes in construction accounting, progress billing systems, and Construction Act compliance. Learn more about Insight Accounting CPA and our patent-pending AI governance framework, delivering Accounting Intelligence to construction businesses throughout Canada.

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