Construction projects don’t just rely on skilled workers and materials — they also rely heavily on the weather. Rain, storms, extreme heat, or even cold snaps can all bring progress to a halt. When that happens, billing often gets tricky. Who pays for the lost time? How do you prove the delay was unavoidable? Let’s walk through how weather delays affect billing and how you can document them properly.
The Impact of Weather Delays on Billing
Weather delays can ripple through a project in several ways:
- Extended timelines: If crews can’t work, the project may run beyond its original schedule. This can affect milestone payments, progress billing, or deadlines tied to lump sum contracts.
- Increased costs: Idle labor, equipment rentals, or materials exposed to damage can add unplanned expenses.
- Change orders: In many cases, weather-related disruptions trigger formal change orders to adjust costs or deadlines.
- Cash flow disruptions: Delayed billing cycles can affect contractors, subcontractors, and suppliers who rely on steady payments.
How Billing Differs by Contract Type
- Lump Sum Contracts: Weather delays usually mean the contractor still has to deliver the project for the agreed price, unless the contract has a clause covering weather-related delays. In most cases, the schedule is adjusted, but costs stay the same unless extra expenses are approved through a change order.
- Time & Materials (T&M) Contracts: Billing here is more flexible. If crews are on standby or extra days are needed due to weather, those costs can be billed — as long as they’re properly documented.
Why Documentation is Essential
The key to handling weather delays fairly is documentation. Without it, disputes can arise about whether delays were justified or how much extra time and money should be added to the project. Proper records help protect both contractors and clients.
Best Ways to Document Weather Delays
- Daily Reports: Keep a log of weather conditions, site activity, and any disruptions. Photos can add credibility.
- Weather Data Sources: Use official weather reports from local stations or online services to back up your claims.
- Time-Stamped Photos or Videos: Visual proof of rain-soaked job sites or equipment sitting idle is powerful.
- Worker Logs: Track hours lost due to weather — whether crews were sent home or reassigned.
- Change Orders: Submit formal change orders for significant weather delays, clearly noting how costs and schedules will be affected.
- Communication Records: Save emails, texts, or memos sent to clients or subcontractors about weather impacts.
Wrapping Up
Weather delays are a reality in construction — but they don’t have to lead to conflict. By understanding how billing is affected under different contract types and by documenting delays carefully, you can protect your business, keep clients informed, and ensure fair billing. Clear contracts and consistent documentation are your best defenses when the weather doesn’t cooperate.