Record the accepted baseline and the payment conditions
Save the dated contract, scope, quantities, product choices, final-price assumptions and exclusions. Identify provisional sums and which owner purchases sit outside the agreement. For every payment, state what triggers it, who verifies the relevant work and what invoice or receipt is required. A calendar date alone is not proof of completion.
An advance is a payment against the agreed arrangement, not evidence of physical progress. Keep any technical measurement of completed work distinct from the payment register. The CDC estimate provisions address prior itemisation and negotiated changes in consumer relationships. Avoid relying on an undefined total followed by verbal extras.
Describe the extra before agreeing the money
For each proposed change, record location, reason, old scope, new scope, final price or calculation basis and effect on dates. Identify any replaced supply allowance or cancellation credit. Obtain the decision through a traceable agreed channel and send technical changes to the responsible professional before the affected work proceeds.
Civil Code article 619 addresses written owner instructions and price additions in the relevant empreitada, with an express paragraph concerning an owner who knows of the changes through continued visits and does not object. Do not interpret a missing signed change sheet as a universal guarantee that no payment can be due. Disputed, necessary or urgent work needs case-specific contractual assessment; the practical aim is to remove ambiguity before ordering.
Reconcile cumulative amounts with new payments
| Stage | Cumulative agreed amount | Earlier payments | New payment | Status |
|---|---|---|---|---|
| Advance | 10 000 | 0 | 10 000 | Paid |
| Payment checkpoint 1 | 25 000 | 10 000 | 15 000 | Paid |
| Payment checkpoint 2 | 43 000 | 25 000 | 18 000 | Paid |
| Final reconciliation | 53 100 | 43 000 | 10 100 | Due under agreed close-out conditions |
The actual transfers are R$10,000 + R$15,000 + R$18,000 = R$43,000. Do not add the cumulative R$25,000 and R$43,000 again as cash. If the final invoice summarises the whole agreement and deducts earlier amounts, reconcile its balance with the supplier; its headline is not an additional full-project payment.
Read the current contract and whole-project forecast
| Item | Amount |
|---|---|
| Original final-price contract | 50 000 |
| Accepted additional work | 3 600 |
| Agreed cancellation credit | −1 200 |
| Replacement: new 3 200 less included 2 500 | 700 |
| Current agreed contract | 53 100 |
| Contractor payments already made | 43 000 |
| Unpaid part of current contract | 10 100 |
| Owner purchases outside contract | 12 000 |
| Professional services outside contract | 4 000 |
| Separate delivery/logistics | 1 800 |
| Unresolved-work allowance | 2 500 |
| Chosen unallocated reserve | 5 000 |
| Whole-project funding forecast | 78 400 |
| Total paid across the whole project | 49 800 |
| Cash still required | 28 600 |
The R$49,800 paid comprises R$43,000 to the contractor, R$5,000 of owner purchases, R$1,500 of professional services and R$300 of logistics. The remaining cash is R$10,100 + R$7,000 + R$2,500 + R$1,500 + R$2,500 + R$5,000 = R$28,600. Payments reduce unpaid balances, not the R$53,100 contract price. The reserve and unresolved allowance are not yet paid or contracted in this example.
If the R$2,500 unresolved allowance is replaced by an accepted R$2,100 task, the forecast becomes R$78,000. With no new transfer yet, remaining cash becomes R$28,200. Remove the old allowance as you add the approved task; leaving both would overstate the same exposure.
Keep final-price and technical effects visible
Ask whether each accepted amount is final and what taxes, supply or delivery it includes. Confirm the actual invoice treatment instead of applying one assumed tax percentage to every supplier. Procon’s estimate guidance supports clear total and payment terms. Where deductions, retentions or a particular invoice issue arise, obtain the appropriate assessment rather than inventing a tax adjustment in your ledger.
A new opening, heavier finish or different system route can also change design, professional records or the building’s reform plan. Commercial acceptance is not technical approval. Update those dependencies before execution, and keep the accepted price revision linked to the relevant drawing.
Review at each checkpoint and close with evidence
- Match actual work with the agreed inspection or milestone.
- Reconcile invoices, earlier advances and executed transfers.
- Check each extra, credit and replacement against its approval.
- Replace resolved provisional sums rather than stacking them.
- Compare next due dates with available cash and unallocated reserve.
- Record final checks, defects, missing documents and the agreed balance.
Keep location, responsible party and target date for remaining items. Do not create an automatic withholding percentage from this example: payment disputes and contractual remedies require the actual agreement and facts. Reno Pro can organise stages, notes, costs and recorded payments; signed scopes, professional records and supplier documents remain the evidence behind the figures.
Sources, date and scope
- Presidência da República — Código de Defesa do Consumidor — arts. 39 VI e 40
- Presidência da República — Código Civil — empreitada, arts. 610–619
- Procon SC — Orçamento para serviços — custos discriminados
- Crea-RJ — Síndicos — orientações para reformas e manutenções
Sources checked on 19 October 2026. Unless stated otherwise, the local example is São Paulo city; check municipal and condominium rules for the actual address and work. Teaching figures are invented final amounts in Brazilian reais, not surveyed prices, offers or official fees. Projects in different articles are independent. Technical assessment, professional records and authorisations remain with the competent people.