Overbilling vs. Underbilling in the Construction Industry

Written by: Kelsey Hainley and John Meibers

The construction industry is complex and ever-evolving, and it's important for contractors to stay up to date on the latest policies and regulations. Knowing how to deal with overbilled vs. underbilled situations is a critical part of running a successful construction business.

In this article, we will dive into the difference between overbilling and underbilling in the construction industry and how it affects your financial statements.

• What is Overbilling?
• Impacts of Overbilling
• What is Underbilling?
• Impacts of Underbilling
• Mitigating Overbilling and Underbilling
• How Overbilling and Underbilling Affect Your Financial Statements
• Why Overbilling and Underbilling is a Key Aspect in Your WIP Reports
• How to Calculate Overbilling and Underbilling

Overbilling occurs when a contractor charges more than the actual value of work completed. This can be intentional if the contractor needs a positive impact on cash flow. It can also be unintentional, resulting from various factors, including miscalculations, errors in invoices or disagreements over change orders. If not identified and rectified, overbilling can have detrimental effects on project budgets and client relationships.

Overbilling in the construction industry can have serious impacts for all parties involved, including contractors, clients and the reputation of the construction company. Here are some of the potential positive and negative impacts:

1. Positive cash flow: If managed correctly, overbilling can result in a positive cash flow for a contractor. This excess cash must be available when it comes time to perform the work, as these are the funds that will pay for that. This can be especially crucial in situations where there are significant upfront costs or unexpected expenses, allowing the contractor to maintain operations without relying heavily on external financing or dipping into reserves.
2. Financial strain: If a contractor confuses overbilling with profit and spends the money, it puts them in a bad position and may lead to strained financial resources, potentially affecting the contractor's ability to meet other project expenses.
3. Legal disputes: Overbilling can lead to legal disputes between the contractor and the client. The client may take legal action to recover the overcharged amount, potentially leading to expensive legal fees, court costs and damages.
4. Client dissatisfaction: Overbilling erodes trust and can lead to client dissatisfaction, potentially jeopardizing future business opportunities.
5. Loss of credibility and reputation: If mismanaged, overbilling can damage a contractor's reputation. Word-of-mouth travels quickly in the construction industry, and negative feedback can make it difficult for the contractor to secure future projects.
6. Contract termination: If a client discovers overbilling, they may terminate the contract with the contractor. This can result in financial losses for the contractor, especially if they've already invested significant resources into the project.
7. Loss of business relationships: Mismanaging overbilling and not completing the job can strain relationships with clients, subcontractors and suppliers. These relationships are crucial in the construction industry and damaging them can lead to difficulty in finding future work or obtaining necessary materials and services.
8. Loss of bonding or insurance coverage: Overbilling can lead to increased risk and potential liabilities, which can impact a contractor's ability to secure bonding or maintain insurance coverage. This can further limit their ability to take on new projects.
9. Creditworthiness assessment: Banks assess a contractor's creditworthiness before extending a line of credit. If a contractor does not manage their overbilling successfully, it may indicate a lack of financial integrity and raise concerns about their ability to manage debt responsibly. This can lead to a lower credit rating and decrease the likelihood of approval.

On the flip side, underbilling occurs when a contractor charges less than the value of work completed. This can happen due to oversight, scope changes or an attempt to maintain good client relations. While it may seem beneficial to the client initially, underbilling can lead to financial strain for the contractor.

Underbilling in the construction industry can have significant implications for both contractors and clients. Here are some of the potential consequences of underbilling:

1. Cash flow issues: Insufficient billing can lead to cash flow problems, making it challenging for contractors to cover their expenses, pay subcontractors and suppliers and invest in future projects. This can also lead to financial strain, especially if the project costs exceed what was originally estimated. If not managed correctly, inaccurate financial reporting will occur and lead to issues with tax authorities and regulatory bodies.
2. Strained relationships with subcontractors and suppliers: If a contractor is unable to pay subcontractors and suppliers due to underbilling, it can strain these relationships. This may make it more difficult to secure reliable subcontractors and obtain necessary materials for future projects.
3. Impact on project quality and timeliness: Insufficient funds can lead to delays in completing the project or compromise the quality of work if contractors are forced to cut corners to save costs.
4. Difficulty in obtaining financing or bonds: Lenders and bonding companies may be hesitant to work with contractors who have a history of underbilling, as it can indicate financial instability.
5. Delayed revenue recognition: If a contractor invoices the client for an amount lower than the actual cost of work performed or materials supplied, the full value of the work is not being captured in the current billing cycle. Consequently, the contractor's reported revenue may be lower than the actual progress on the project, potentially affecting financial statements, cash flow projections and overall financial performance metrics.

Mitigating overbilling in construction is crucial for maintaining trust, reputation and compliance with legal and ethical standards. Here are some steps that can be taken to prevent overbilling and underbilling:

1. Thoroughly review contracts and scope of work: Ensure that the construction contract clearly defines the scope of work, materials and costs involved. This helps prevent misunderstandings, change orders and disputes later on.
2. Accurate cost estimation: Develop detailed and accurate cost estimates before submitting a bid or proposal. This should include all expenses associated with the project.
3. Implement proper project management: Effective project management helps track progress, expenses and labor hours ensuring that billing aligns with actual work completed.
4. Regular documentation and reporting: Maintain detailed records of all project-related expenses, labor, materials and subcontractor costs. This documentation provides a clear trail of expenditures.
5. Regular site inspections: Conduct regular site inspections to verify that the work completed matches what has been billed. This can help identify discrepancies early on.
6. Utilize technology and software: Construction accounting software can help automate billing processes, track expenses and generate accurate invoices. This reduces the chances of human error.
7. Clear communication with stakeholders: Maintain open and honest communication with clients, subcontractors and suppliers. This helps prevent misunderstandings and ensures everyone is on the same page regarding project costs.
8. Implement checks and balances: Have a system in place for reviewing and approving invoices before they are sent to clients. This can involve multiple levels of review to catch any discrepancies.
9. Train and educate staff: Ensure that all team members involved in construction accounting, billing and project management understand the importance of accurate billing and are familiar with the company's billing procedures.
10. Perform audits and reconciliations: Periodically review project expenses, invoices and payments to ensure they align with the contract and scope of work.
11. Seek client approval for change orders: Any changes to the scope of work should be documented in a change order and approved by the client before proceeding. This helps prevent unauthorized charges.
12. Establish a code of ethics and conduct: Set clear guidelines and expectations for ethical behavior within the company. This reinforces the importance of honesty and integrity in all business dealings.
13. Stay informed of industry standards and regulations: Keep up-to-date with industry best practices and any legal or regulatory changes that may affect billing practices.
14. Conduct periodic training and workshops: Provide ongoing training to staff regarding billing practices, ethical conduct and compliance with industry standards.

Overbilling and underbilling in construction projects can have significant effects and negative impacts on a company's financial statements. Here's how they impact the key financial statements:

Profit and Loss Statement

• Overbilling: Overbilling, if not properly adjusted for in the P&L, can lead to higher reported profits as revenue is recognized for work that has not yet been completed. This can make it appear as though the company is more profitable than it actually is in the short term.
• Underbilling: Underbilling, if not properly adjusted for in the P&L, can lead to lower reported profits in the short term, as revenue has not been recognized for work already completed. This can make the company appear less profitable than it actually is in the short term.

Balance Sheet

• Overbilling: If overbilling occurs, it needs to be properly stated on the balance sheet as a liability. This represents money the company has been paid for work not yet performed.
• Underbilling: Underbilling needs to be properly stated on the balance sheet as an asset. This means that the company is owed money for work already performed.

Cash Flow Statement

• Overbilling: Overbilling can lead to an increase in cash flow in the short term, as the company receives more money upfront. However, this could result in a future strain to cash flow if not properly managed.
• Underbilling: Underbilling can lead to a decrease in cash flow in the short term, as the company may not receive full payment for work completed. This can create cash flow challenges, especially if the company is relying on that income to cover expenses. 

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Work-in-Progress (WIP) accounting is a vital aspect of financial management in the construction industry, particularly in the context of overbilling and underbilling.

When it comes to overbilling, WIP accounting helps ensure that billings accurately represent the progress of the project. If overbilling occurs, WIP reports may show a surplus, indicating that the revenue recognized exceeds the actual work completed.

Conversely, in cases of underbilling, WIP reports reflect a deficit, signifying that billings are lagging behind the true percentage of work accomplished.

By closely monitoring WIP reports, construction firms can identify discrepancies between billings and project progress, allowing for timely adjustments to maintain accurate financial reporting and transparency with clients. This ensures that the company's financial statements reflect a true and fair representation of the status of ongoing projects.

In construction accounting, overbilling and underbilling are tracked using the Percentage of Completion (POC) method. This method recognizes revenue and expenses based on the percentage of work completed on a project.

Here are the steps to calculate overbilling and underbilling:

1. Determine contract price and costs: Start by establishing the total contract price, which is the agreed-upon amount between the contractor and client for the entire project. Track all costs incurred for the project, including direct labor, materials, subcontractor expenses and indirect costs like overhead.
2. Calculate total costs to date: Sum up all costs incurred up to the current reporting period.
3. Calculate estimated costs to complete: Estimate the total costs required to complete the project. This may involve using historical data, current progress and professional judgment.
4. Calculate revised estimate: Actual cost to date + estimated cost to complete
5. Determine percentage of completion: Use this formula:

   Percentage of Completion = Total Costs to Date / Revised Estimated Total Costs x 100

6. Calculate overbilling and underbilling: Compare the percentage of completion to the percentage of contract value billed to date. To calculate, use the formula below. If it is a negative number, then it is overbilled. If it is a positive number, then it is underbilled.

   Overbilling/Underbilling = (Percentage of Completion x Contract Price) – Billed Amount

7. Record overbilling/underbilling and revenue adjustments: Create separate accounts to track revenue adjustments (in your P&L) and the balance sheet recording of overbillings (liability) and underbillings (asset). This helps maintain accurate financial records and tracks the adjustments.

Striking the right balance between overbilling and underbilling is an art in construction project management.

It requires careful attention to project management, accurate cost estimation, transparent communication with clients and adherence to ethical and legal standards. It's important for contractors to establish robust billing and project management practices to maintain a healthy and sustainable business.

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