Tips for Construction Contractors - Handling Daywork Sheets Effectively

As a construction subcontractor, you're no stranger to the challenges of managing projects, people, and paperwork. Among the many responsibilities on your plate, daywork sheets can be one of the most important tools at your disposal.

These documents are essential for tracking the time and materials used on a project and ensuring you’re compensated fairly for the work you’ve done.

Daywork sheets aren't just another piece of paperwork—they play a vital role in the success of your business. By handling them properly, you can avoid disputes, stay organised, and maintain a positive relationship with main contractors and quantity surveyors (QS).

If you’re unsure where to start, don’t worry. In this guide, we’ll break down actionable tips for using daywork sheets effectively so you can maximise their value and keep your projects running smoothly.

What is a Daywork Sheet?

Before we dive into the details, let’s define what a daywork sheet is. A daywork sheet is a document used to record the work completed, the materials used, and the time spent on a specific project for a particular day. It’s a simple tool, but it serves an important purpose—it allows you to track your progress and gives you solid proof that you’ve completed the work.

By filling out a daywork sheet daily, you provide a clear record of your efforts, helping you avoid disputes and misunderstandings about what was done and when.

The Importance of Daywork Sheets

As a subcontractor, you work hard to meet deadlines and ensure high-quality outcomes. Daywork sheets help protect that hard work. They offer you protection against disputes and allow you to track your work accurately. When you manage them well, they ensure that you get paid for every hour worked and every material used - if their extra.

However, in order for daywork sheets to be truly effective, they must include the right information, be kept organised, and be submitted in a timely manner. Let’s take a look at how you can do this.

1. Include All Relevant Information

One of the most important things to remember when handling daywork sheets is to ensure they contain all the necessary information. Missing or incomplete details could lead to delays in payment or even disputes. Here’s what your daywork sheet should include:

• Details of the work performed – Be specific about what tasks were completed.
• Materials used – Include all materials, even small items like screws or adhesives.
• Time spent – Clearly outline the hours worked on each task.
• Project location – Note where the work took place.
• Date – Record the date when the work was done.
• Main contractor’s name – Identify the main contractor overseeing the project.

Adding these details ensures there is no ambiguity about the work that was done, and it helps both you and the main contractor keep track of the project’s progress.

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2. Get Daywork Sheets Signed Daily or at least weekly

Once you’ve filled out your daywork sheet, the next step is getting it signed. This might seem like a simple step, but it’s crucial. A signed daywork sheet provides proof that the work was performed and the materials were delivered.

Make it a habit to get the daywork sheet signed by the main contractor or their authorised representative at the end of each day or for the week once completed. This prevents issues down the line, such as disputes over the work being completed. It also ensures that any concerns are addressed immediately rather than weeks later, when details may be harder to recall.

3. Send Daywork Sheets to the Quantity Surveyor (QS)

The QS plays a key role in ensuring the project is on track and that contractors and subcontractors are sticking to the terms of the contract. To ensure your work is accounted for, you need to send your daywork sheets to the QS regularly.

By sending these sheets consistently, you enable the QS to monitor your progress and alert you to any potential issues before they become problems. This can prevent delays in payment or contract disputes, keeping the project running smoothly.

4. Stay Organised: Keep Your Daywork Sheets in Order

Organisation is key when handling daywork sheets. If you lose track of them or store them haphazardly, you’ll have a hard time finding what you need when it comes time to reconcile payments or settle any disputes.

The easiest way to stay organised is by storing all your daywork sheets in one place. Consider using a dedicated folder or binder for each project. Clearly label each daywork sheet, and make sure they are filed in order. This ensures that, when needed, you can quickly retrieve and review any sheet without wasting time.

For even greater efficiency, consider moving towards a digital solution. Scanning your daywork sheets and storing them electronically ensures they’re easy to access and less likely to get lost or damaged.

5. Be Proactive: Record Any Issues

Problems can arise on any construction project. Whether it’s a shortage of materials, delays in getting access to the site, or a misunderstanding about the scope of work, it’s important to record these issues on your daywork sheet as soon as they happen.

By documenting issues on your daywork sheet, you create a clear record of what went wrong, when it happened, and how it affected the project. This not only protects you in case of a dispute but also ensures the main contractor and QS are aware of any delays or concerns. Addressing issues as they arise helps the project stay on track and prevents bigger problems from developing.

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6. Use Clear and Concise Language

When completing your daywork sheets, it’s important to be as clear and concise as possible. Avoid using industry jargon or technical terms that others may not understand. Instead, use straightforward language that clearly describes what was done.

For example, instead of saying “Installed 500m of MEP services,” it’s better to write “Installed 500m of mechanical, electrical, and plumbing services.” This ensures that everyone reviewing the daywork sheet knows exactly what work was performed, reducing the chances of misunderstandings.

7. Accurately Track Your Hours

Time is money, especially in construction. Tracking your hours accurately is vital to ensuring you’re paid for the time you spend on the job. Inaccurate tracking can lead to disputes and could even cost you money if hours are underreported.

Consider using a time-tracking app or software to make this process easier. These tools allow you to track your time in real-time and reduce the risk of errors. Many also allow you to sync this information with your daywork sheets, streamlining the entire process.

8. Double-Check for Accuracy

Before submitting your daywork sheet, take a few moments to review it for accuracy. This simple step can save you from headaches later on. Make sure all the information is correct and complete, including the date, the hours worked, the materials used, and any signatures needed.

By checking your work, you can prevent errors or misunderstandings that might cause delays in payment or create disputes with the main contractor.

9. Maintain Regular Communication with the QS

Finally, staying in touch with the QS is key to keeping your project on track. Regular communication allows you to keep the QS updated on your progress and address any issues as they arise.

If there are any changes to your daywork sheets or the project, let the QS know right away. This proactive communication helps to prevent delays, miscommunication, or misunderstandings.

Conclusion: Why Daywork Sheets Matter

Daywork sheets are an essential tool for any construction subcontractor. When handled correctly, they ensure you’re paid fairly for your work, prevent disputes, and keep projects running smoothly.

By including all relevant information, staying organised, and communicating regularly with the QS, you’ll make the most of your daywork sheets. These small steps will protect your business and help you build stronger relationships with contractors, ensuring the success of each project you undertake.

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