Can an electronic signature be used?

Yes. Electronic signatures are generally enforceable in the United States under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.

Do I need notarization for final certification?

Most reconciliations do not require notarization unless the contract or a state law specifically demands it; check the contract and applicable state rules before notarizing.

How should supporting invoices be attached?

Attach PDF copies of invoices with clear file names and reference numbers. Maintain original vendor invoices and an index mapping each attachment to the reconciliation line item.

What authentication level is recommended?

Use at least email plus access code (SMS) for signers. For high-value reconciliations, consider platforms offering advanced signer authentication or RON for notarized certification.

Does eSubmission meet audit requirements?

Yes when the platform preserves an immutable audit trail (timestamps, signer identity, IP) and the record is reproducible. Retain the certified PDF and audit log per retention rules.

How to correct a signed reconciliation?

If a signed reconciliation contains errors, prepare an amended reconciliation or credit note and obtain new signatures; do not alter the signed original.

Electronic Signature
Templates
Finance
Finance Provisional Sum Reconciliation

Finance Provisional Sum Reconciliation

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Finance Provisional Sum Reconciliation

Project and Contract Details

Project Name:

Contract Number: Reconciliation Reference:

Contract Date: Reconciliation Date:

Parties

Employer (Paying Party) Employer Address & Contact Contractor (Claiming Party) Contractor Address & Contact

Recitals and Authority

This Provisional Sum Reconciliation is prepared pursuant to the Contract identified above and in accordance with the contract provisions governing provisional sums. The parties acknowledge that provisional sums were included in the Contract Price to cover work, goods or services not defined at the time of contract execution. This reconciliation records the original provisional sums, approved variations, costs incurred, and the agreed amounts for final accounting and payment.

Provisional Sums Reconciliation — Itemised

Provide each provisional sum item, describing scope, original allowance, approved variations, claim amount and agreed amount.

Description of Provisional Sum	Original Sum	Approved Variation	Amount Claimed	Amount Agreed	Remarks / Reference

Subtotal — Original Provisional Sums Total Approved Variations Total Amount Claimed Total Amount Agreed

Tax / VAT (if applicable) Retention Withheld (%) Retention Amount Net Amount Payable

Supporting Documentation and Evidence

The Contractor certifies that the amounts claimed are supported by the listed documents. List attached documents and references below and retain originals for audit and verification.

Attach / List Supporting Documents

Is the claim supported by invoices, delivery tickets, time records, or other substantiation? Invoices Delivery Tickets Time Records Other

Summary of Adjustments and Rationale

Provide a concise explanation for each adjustment, overruns, omissions, or scope changes and reference clause or instruction authorising the variation.

Determination and Certification

The undersigned certify that, to the best of their knowledge and based on the supporting documentation, the reconciliation correctly records the provisional sums and agreed adjustments for the purpose of final accounting. Payment shall be made in accordance with the Contract payment provisions and the payment schedule below.

Certifier / Representative Name Certifier Title / Role Certification Date

Payment Instructions and Terms

Payment shall be made in cleared funds to the account nominated by the Contractor within the period agreed under the Contract. Late payments will incur the agreed default interest rate and may be subject to additional administrative charges.

Payment Due (days from certification) Late Payment Interest (%) Contractor Bank Details (for payment) Additional Terms / Notes

Contractor:

By:

Date:

Employer:

By:

Date:

What the Finance Provisional Sum Reconciliation Is

A Finance Provisional Sum Reconciliation is a formal accounting record used to compare provisional sums (budgeted allowances) in a contract against actual measured costs and invoices. It documents adjustments, change orders, and final amounts payable where provisional allowances were used for undefined works or contingency items. The reconciliation explains variances, allocates responsibility for overruns or savings, and supports final certification and payment. Parties commonly attach supporting invoices, receipts, and subcontractor statements to substantiate the reconciled figures for audit, invoicing, and dispute-resolution purposes.

Why a Clear Reconciliation Matters

A precise reconciliation reduces payment disputes, clarifies cost attribution, and creates an auditable record for final account settlement under the contract. It preserves negotiation positions and supports lien, tax, and audit compliance where applicable.

Who typically prepares and reviews this reconciliation

The Finance Provisional Sum Reconciliation is prepared and used by finance teams, contract administrators, project managers, and external auditors involved with project billing and closeout.

Project Finance Teams handling budget-to-actual cost control and final account preparation.
Contract Administrators responsible for change orders, provisional allowance adjustments, and certification.
External Auditors or quantity surveyors verifying costs for final payment and dispute avoidance.

Stakeholders rely on the reconciliation to support final invoicing, certify completion milestones, and settle outstanding provisional-sum items with clear backup documentation.

Essential components of a professional reconciliation

A complete Finance Provisional Sum Reconciliation combines descriptive, numeric, and evidentiary elements so each provisional item is traceable from allowance to final cost.

Summary

Concise overview of provisional sums, original allowance amounts, approved changes, and net reconciliation result for the reporting period.

Line Items

Breakdown by provisional sum code or description showing estimated cost, approved variations, actual supplier/subcontractor amounts, and quantity comparisons.

Supporting Evidence

Invoices, subcontractor statements, delivery receipts and timesheets linked to each line item to substantiate actual costs.

Adjustments

Documented change orders, credits, taxes, retention, and any applied contingency or overhead calculations.

Certification

Authorized signatory block and date confirming reconciliation accuracy and consent to payment or dispute escalation.

Notes

Narrative explanations for material variances, allocation rules used, and references to contract clauses or pricing schedules.

Step-by-step: preparing the reconciliation

Follow these core steps to prepare an accurate Finance Provisional Sum Reconciliation from initial data gathering to final certification.

01

Gather Contracts: Collect original contract schedule and any amendments.
02

Compile Invoices: Attach supplier and subcontractor invoices for each provisional item.
03

Calculate Variances: Compare allowance vs actual and compute totals.
04

Certify: Obtain authorized signature and date for final account.

Configuring a digital reconciliation workflow

Set up fields, access, and routing so reviewers receive the right documents in the correct order for approval and archiving.

Field	Configuration
Line Item Tables	Use repeatable table fields with calculated variance columns.
Supporting Attachments	Require PDF upload for each invoice; enforce file type checks.
Signer Order	Define sequential routing for contractor, client, and finance approver.
Audit Trail	Enable capture of timestamps, IP addresses, and signer authentication events.

Typical electronic submission flow for reconciliations

A standardized eSubmission flow reduces delays and ensures an audit trail for each approval and signature event.

Upload Document: Finance uploads reconciliation with attachments.
Place Fields: Add signature, date, and required attachment fields.
Send to Reviewers: Route via ordered signing or review links.
Finalize: Collect final signatures and issue completed copy to parties.

Digital signing and platform considerations

Choose a platform that supports audit trails, conditional fields, and secure attachments to meet financial and contractual evidentiary needs.

Formats: PDF and DOCX supported.
Integrations: Works with ERP and document storage systems.
Security: AES-256 at rest; TLS 1.2/1.3 in transit.

Ensure the chosen solution can provide a tamper-evident audit trail and, where required, a Business Associate Agreement for HIPAA-covered workflows.

Timing considerations and common deadlines

Track internal cutoffs for invoice submission, contractual notice periods, and final account certification to avoid late claims or payment disputes.

Invoice Submission Cutoff:

Observe the contract's stated deadline for submitting invoices for provisional items.

Variation Notice Period:

Submit change-order notices within the contract-defined notification window.

Final Account Preparation:

Prepare final reconciliation per contract clause and handover schedule.

Payment Certification:

Obtain sign-off to trigger final payment or retention release.

Tax Reporting:

Retain reconciliations per IRS recordkeeping rules if amounts affect tax filings.

Key milestones in the reconciliation lifecycle

Follow these sequential milestones to move a provisional-sum reconciliation from draft to final account certification.

01

Data Collection

Gather contracts, invoices, and evidence for each provisional item.

02

Draft Reconciliation

Prepare line-item calculations and variance explanations.

03

Review & Approval

Route to required approvers and incorporate accepted changes.

04

Final Certification

Authorized signer certifies reconciliation and triggers payment processing.

Common preparation errors to avoid

Using inconsistent references or contract numbers that hinder matching invoices to provisional sum line items and delay approvals.
Failing to attach source documents such as subcontractor invoices or delivery receipts, which leads to challengeable claims.
Calculating variances without documenting the applied pricing rules, taxes, or overhead, producing unclear reconciliation logic.
Not following contract notice or variation procedures, risking disallowance of overruns or late claims.

Risks and potential consequences of incorrect reconciliations

Payment Delays: Late or disputed payments.

Contract Disputes: Claims escalation and arbitration risk.

Tax Exposure: Incorrect tax reporting or audit queries.

Lien Risk: Unresolved subcontractor claims or mechanic's liens.

Reputational Harm: Client trust erosion and future selection impact.

Legal Costs: Expense of dispute resolution and counsel.

eSignature vendor comparison for submitting reconciliations (signNow first)

Compare common capability and pricing dimensions for platforms used to sign and submit Finance Provisional Sum Reconciliations. Pricing varies by plan and billing term.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Plan-dependent	Plan-dependent	Plan-dependent	Plan-dependent
Bulk Send	Yes (Premium)	Plan-dependent	Plan-dependent	Plan-dependent	Plan-dependent
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA)	Yes	Yes	No	No

Frequently asked questions about reconciliations and eSubmission

Common questions on preparation, signing, legal validity, and secure submission for Finance Provisional Sum Reconciliations are answered below.

Need help? Contact support

Can an electronic signature be used?
Yes. Electronic signatures are generally enforceable in the United States under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.
Do I need notarization for final certification?
Most reconciliations do not require notarization unless the contract or a state law specifically demands it; check the contract and applicable state rules before notarizing.
How should supporting invoices be attached?
Attach PDF copies of invoices with clear file names and reference numbers. Maintain original vendor invoices and an index mapping each attachment to the reconciliation line item.
What authentication level is recommended?
Use at least email plus access code (SMS) for signers. For high-value reconciliations, consider platforms offering advanced signer authentication or RON for notarized certification.
Does eSubmission meet audit requirements?
Yes when the platform preserves an immutable audit trail (timestamps, signer identity, IP) and the record is reproducible. Retain the certified PDF and audit log per retention rules.
How to correct a signed reconciliation?
If a signed reconciliation contains errors, prepare an amended reconciliation or credit note and obtain new signatures; do not alter the signed original.

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