Know what you need to prepare ahead of time
Ask your Contractor which upcoming tasks need something from you. Utility applications, an appointment, choosing an appliance or arranging delivery may need attention before the crew reaches that part of the work. Ask for the decision and the date it is needed, in plain language.
If work affects the main house, agree how you will be told about an interruption to power, water or access to a part of the property. You should not need to arrange the construction sequence yourself. You do need enough notice to plan around the work.
For utility service, the utility’s process is a separate part of the schedule. SDG&E asks for appliance-load information and an ADU address before application. The person handling the application should confirm what applies to your provider. SDG&E: Apply for construction service
Keep the records that explain the money
Use a folder structure you can maintain. Save the signed agreement and its attachments first, followed by invoices, approved changes, allowance support and payment evidence. Keep the latest approved drawings separate from older versions.
Name files so the relationship is visible. For example, an invoice for an approved change should identify the Change Order, and the payment record should identify the invoice. An email attachment saved only in someone else’s inbox is easy to lose track of.
| Document | What it should help explain |
|---|---|
| Contract and attachments | The original work, price, payment terms and responsibilities. |
| Invoice and payment evidence | What was requested, what you paid, and when. |
| Change Order | The approved difference in work, price and timing. |
| Allowance bill and reconciliation | Actual cost compared with the amount already included. |
| Inspection record or correction | What was checked and what still needs attention. |
PrepareToBuild.info explains these records. It does not receive or store your project invoices, approve payments or serve as your accounting system.
Read a payment request before approving it
Find the part of the agreement that explains the request. Is it for a completed stage, an approved change, or an allowance adjustment? Check the current amount alongside earlier payments so an item does not appear twice.
If your payment schedule uses inspections as milestones, ask which inspection it means and what record shows the result. A passed inspection and the full scope of a payment milestone are not necessarily the same thing. Ask the Contractor to explain any remaining work included in that stage.
If there is a dispute, get advice on the agreement and your rights before changing payment terms or withholding amounts. Read the payment and change guide.
Keep changes and allowances separate
A Change Order changes the agreed work or terms. An allowance adjustment settles an amount already included under an agreed method. Ask which one explains the request and how the calculation works.
For a routine change, agree the revised work, cost and timing in writing before it proceeds. If something urgent happens, record what happened, who authorized the response and which costs still need agreement. Avoid treating a short message about a product choice as approval of an unknown price.
For allowances, request the supporting supplier bill required by your agreement and compare like with like: material, tax, delivery, installation and any markup. Record credits as clearly as extra charges. The right to those records should be stated in the contract. See allowance reconciliation.
Know what to do with a Preliminary Notice
A Preliminary Notice is not itself a recorded mechanics lien. It identifies a potential claimant connected to the work. Keep it, record when it arrived, and ask your Contractor how the sender relates to the project. CSLB: How to prevent a mechanics lien
Do not assume a notice is a second invoice, or that paying the General Contractor proves everyone else has been paid. If a claim or payment concern arises, get project-specific legal help promptly. The guide explains the distinction between notices and releases without treating every notice as a dispute. Read about Preliminary Notices.
Make the next conversation easier
Keep one running list of open questions: the issue, who will answer, and the date needed. After a call about a cost or design decision, send a short written summary and ask the Contractor to correct anything you misunderstood.
Ask for an update when something changes rather than demanding that a rough starting schedule never move. Useful updates explain what happened, what it affects, and what decision is needed from you.
What you’ll be clear about
- What you need to prepare in advance, including utility-related tasks.
- Which documents to collect.
- How to read invoices, Change Orders and allowance adjustments.
- How to respond to a Preliminary Notice.
- How to communicate clearly with your Contractor.
ADU construction records checklist
Use these prompts when you talk with your project team. Keep technical findings and official approvals with the people qualified to provide them.
Your checkmarks stay on this page until you leave. Download the blank PDF or print your checked copy to keep it.
Questions about this topic
Does passing an inspection mean I should pay?
Check the agreement’s payment milestone and the recorded inspection result. Ask whether all work included in that milestone is complete. An inspection result does not, on its own, settle the invoice calculation.
Read more: ADU invoices, Change Orders and payment recordsLink to this answerDo I have to use project software?
No particular tool is prescribed here. Use a system that lets you and your Contractor exchange and retain clear records. This information website does not store those records.
Read more: ADU invoices, Change Orders and payment recordsLink to this answerSources and review notes
Official references checked on . Inline links identify the source for specific statements.
Prepared for PrepareToBuild.info as an editorial draft, assisted by AI. Not yet reviewed by a licensed construction or legal professional. Practical examples are illustrative, not actual quotes, legal terms or completed projects. Confirm requirements with the responsible agency and get qualified advice about your property, contract or finances.