Do I have to disclose my Contractor Invoices?

Do I have to disclose my Contractor Invoices?

14:39 PM, 4th May 2016, About 6 years ago 40

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A client, who I manage a property for, has requested a copy of my contractors direct invoices to me for her accountant.dislosure

I advised her the statements I provide are sufficient for her accountant and for tax purposes as they detail the cost she has been charged for the repairs. They are given from my limited company and have the registered company number on them.

My contractors invoices are addressed to me, are for my business purposes and are of no relevance to her whatsoever. What if I had done the work myself and there was no third party invoice?

In the past I have been burned with clients contacting my contractors directly and self managing going forward, benefiting from the relationship I had built up with the contractor. I cannot blame the contractor, as the client who approached them offered to pay more than my negotiated rates with them as they were saving on the management fee! I only found out as he accidentally invoiced me for a job!

I have now found new contractors and work closely with them and sure it would not be a problem going forward, but I feel strong armed into providing my invoices by using the excuse “my accountant needs them”.

Can I refuse? How far can I stand my ground? Surely documents relating to my business can be kept confidential?

Many thanks

Hemi



Comments

by John Frith

13:34 PM, 5th May 2016, About 6 years ago

The client said she wanted them for her accountant. You have correctly advised that the invoices you provide are sufficient. If the reason she gave was genuine, then that's the end of the story.

If she had another agenda, let her clarify so you can address it.

If she is questioning the amount you mark up, you could offer to show her a couple of invoices (of her choosing).

by Michael Jones

13:38 PM, 5th May 2016, About 6 years ago

I assume the tenant has signed an AST with landlord's signature thereon. Meanwhile, all regarding property maintenance is with you the property owner, not in the capacity of the landlord but as property maintenance officer. Create Chinese walls, consider setting up a property agent entity in its own right, distance the landlord from the tenant. Meanwhile, tenant has no right of access to contractor invoices addressed to the landlord.

by Ian Ringrose

13:55 PM, 5th May 2016, About 6 years ago

Personally if I was the client and any agent did not send me copy of ALL invoices, I would be changing agents and reporting the agent.

They are NOT the agent’s invoices, as the agent is acting for the landlord. The invoices belong to the landlord.

I would also be phoning up the contractors checking asking them to quote for a sample of jobs, to see what hidden "back henders" they have been.

by Adrian Jones

14:31 PM, 5th May 2016, About 6 years ago

Reply to the comment left by "Hemi Tanna" at "05/05/2016 - 09:39":

Hi Hemi,

Do you get any commission from the contractors? How much do you charge your landlords for organising any work?

by Michael Jones

14:34 PM, 5th May 2016, About 6 years ago

Oops, not a tenant situation !

Noting all is agent / client related , then ( if agent is small size , not a limited company ) then the client should receive copies of the related invoices at the end of the month in which they have been paid by the agent / deducted from client rental income.

If the agent is also a limited company then the agent could use a clause in the Client Agreement to state that a 3rd party ( e.g. the agent's auditors ) has validated the contractor invoices. The 3rd party auditor's then sending a letter to the agent's clients' confirming costs were billed as paid.

by SimonP SimonP

14:47 PM, 5th May 2016, About 6 years ago

As a landlord I always ask my letting agents to provide me with copies of invoices for any work done by their contractors. For starters, they merely arrange for the work to be done on my behalf, I am the one who ends up paying. If there should be some issue about the work somewhere down the line, I may have difficulty in having it resolved without an invoice, especially if it is some time in the future and I no longer use the same letting agents.

My question to the OP is this. Why would he care if a landlord goes direct to the OP's contractor, unless there is some kind of kick back which the OP would lose as a consequence?

I would have thought it might be more beneficial to the OP if he did not have to deal with contractors, which can be most time consuming.

by Hemi Tanna

12:36 PM, 6th May 2016, About 6 years ago

Reply to the comment left by "Rachel Hodge" at "05/05/2016 - 09:17":

HI Rachel, Thanks, but I think words like shady are a bit harsh! I have written a few times I do not add a mark up - I will note here I am a relatively new Property Manager (2 years) and I came here to ask for some professional advise as I wasn't sure where I stood and whether it was a fair request or should I be worried about it. I have done absolutely nothing wrong and the work done was gas certification, minor repairs to boiler to bring it to code and cleaning of the property - the grand total was £320. I was looking for help from fellow property managers, but thanks for your comments

by Hemi Tanna

12:37 PM, 6th May 2016, About 6 years ago

Reply to the comment left by "Adrian Jones" at "05/05/2016 - 09:24":

I charge the client the same as the contractor charges me. I charge 10% management fee (no vat as am not vat registered)

by Hemi Tanna

12:41 PM, 6th May 2016, About 6 years ago

Reply to the comment left by "Adrian Jones" at "05/05/2016 - 14:31":

No I do not get commission from the contractors - in fact the opposite in that as the amount of work I give to the contractors increases, they give me more discount. I pass that all to the client. I take no commission, no mark up, nothing!

by Stan Barlow TEE LTD

12:41 PM, 6th May 2016, About 6 years ago

I did post something yesterday that may have been censored? It was I believe a positive comment on your behalf. Please contact me for some advice to help I hope.


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