The invoice for a scaffold you forgot about
The scaffolder's monthly invoice arrives with twelve lines on it. Most are expected. Three are hire extensions on jobs you finished a while ago: the gang signed off, the customer paid, but nobody rang the scaffolder to strike. One is for a scaffold you are fairly sure came down, but you have nothing to show the date.
You pay it, because arguing takes longer than the money is worth. It happens again next month.
Why scaffold hire runs on
Scaffold is usually quoted with a hire period included and a weekly charge after that. The roofer's job finishes on site, but the off-hire is an office task that depends on someone knowing the job is finished. The information and the responsibility sit in different places.
- Nobody records the erect date and included hire period against the job.
- Completion on site is not passed to the office the same day.
- Off-hire requests are made by phone with no written record.
- Snagging and other trades delay strikes without anyone deciding to.
- Scaffold invoices are paid without being checked against dates.
What the overrun is costing
Extension charges come straight off the job margin, and on jobs priced tightly they can take most of it. Standing scaffold also blocks the customer's property longer than they expected, which leads to complaints and occasionally to a customer refusing to pay the last instalment until it goes. And without dates on record, you have no basis to challenge a charge.
It also muddies your pricing. If you do not know how many extension weeks a typical re-roof ends up paying for, the scaffold line on your next quote is a guess, and a guess that is consistently low comes straight out of profit.
The scaffold register we build
- Every scaffold order is logged against its job with the scaffolder, the quoted price, the included hire period and the weekly extension rate.
- The erect date is recorded when the scaffolder hands over, with the handover paperwork and a photo attached.
- The job shows the date the included hire runs out, and the contracts manager is alerted ahead of it if the roof is not finished.
- When the gang lead marks the roof as complete on their phone, the office is prompted to request off-hire.
- The off-hire request is sent by email from the system to the scaffolder, so there is a dated written record.
- Strike dates are recorded, and scaffold invoices are checked line by line against erect, included period and off-hire dates, with differences listed for someone to query.
- A standing list shows every scaffold currently up, on which job, and how long it has been there.
| Recorded | Used to |
|---|---|
| Erect date and handover | Start the hire clock |
| Included hire period | Warn before extensions begin |
| Roof complete date | Prompt the off-hire request |
| Off-hire request, dated | Evidence if a charge is disputed |
| Strike date | Check the scaffolder's invoice |
Your relationship with your scaffolder stays as it is. This gives both of you the same dates to work from.
Where it leaves you
Off-hire requests go out when the roof is done, not when someone remembers. Extensions are either expected or queried. The list of standing scaffolds gives the contracts manager a view they never had. And if a dispute arises, you have dated emails and photos rather than recollection.
Is scaffold hire leaking money?
- Scaffold invoices are paid without checking dates.
- Off-hire is requested by phone.
- Customers complain about scaffold left up after the job.
- You could not list every scaffold standing today.
- Extension charges surprise you.