Nothing wrecks a project timeline faster than a GC who implodes halfway through. One day, they’re promising timelines and updates. Next, you’re fielding frantic calls, managing subcontractors, and wondering if this kitchen reno will ever end.
Intro
According to the 2024 Renovation Trends Report, 43 percent of homeowners cite contractor delays as the most stressful part of their project. And when that stress shows up? You’re the one they call. You’re the one expected to fix it.
So here’s the million-dollar question: Do you bill for the time it takes to clean up a contractor’s disaster?
“If the GC was your suggestion, then yes. I’d eat it. If the client brought the GC on, then no, you aren’t responsible. You should definitely bill for helping save them from this mess.”
It’s never black and white. Let’s break down how to handle this with professionalism, boundaries, and a plan that doesn’t leave your business footing someone else’s bill.
If You Referred the GC, It Gets Complicated
Let’s say you recommended the GC. Maybe you’ve worked together before. He seemed solid. Then suddenly he’s missing deadlines, the trades are ghosting, and you’re doing cleanup duty for a job that’s not even yours.
This is where things get tricky. Because now the client sees your name tied to his. And whether it’s fair or not, their frustration is starting to include you.
“If the contractor were hired at your suggestion, then yes, I would help facilitate at no charge. If not, then yes, this is billable time. We’ve stopped referring contractors specifically because it has come back to bite us. As soon as you attach their name to yours, it becomes a reflection of you.”
Here’s what to do if the GC is your referral:
- Offer a set number of hours, unpaid, as a courtesy.
- Let the client know you’re doing this to preserve the relationship and their experience.
- After that, any project management, research, or coordination should be clearly billed.
This keeps trust intact. It also prevents endless hours of unpaid labor from sneaking into your schedule.
If the Client Picked the GC, Bill Every Minute
When the contractor came from the client, this situation is not on you. But you’re still the one making things right. You’re walking the job site. You’re sourcing a new pro. You’re managing the mess.
That’s time. And time is money.
“If the contractor were hired at your suggestion, then yes, I would help facilitate at no charge. If not, then yes, this is billable time. We’ve stopped referring contractors specifically because it has come back to bite us. As soon as you attach their name to yours, it becomes a reflection of you.”
Smart. She showed good faith, but she still protected her profit.
You can do the same. If you’re taking on extra work due to someone else’s mistake, you’re well within your rights to charge for:
- GC research
- Meetings or calls to re-establish timelines
- Sourcing products again due to changes
- Any new installs or logistics
Use language like this in your update:
“Since the project delays are due to a vendor outside our contract, all coordination and time related to replacement services will be billed at our standard hourly rate.”
Be direct, clear, and don’t apologize. You’re helping, but this help isn’t free.
The Story That Stuck With Me
A designer friend, let’s call her Amanda, was renovating her whole house. Her team recommended the GC. He was on time, organized, and even brought coffee to client meetings.
Six weeks in, it all fell apart. There were missed inspections, poor communication, and the electrical wasn’t even up to code. Amanda was horrified.
She considered eating the whole cleanup cost. But she stopped, called me, and we talked through it.
Here’s what she did:
- She offered 8 hours of time to help transition to a new GC, unpaid.
- She made that offer very clear and documented it.
- She billed for all other time involved in getting the job back on track.
She also told her client:
“Because I brought this contractor to the project, I want to take care of the initial transition. Moving forward, any additional hours needed to coordinate and complete the work will be billed.”
The client felt heard. Amanda didn’t overextend herself. She kept the relationship, salvaged the project, and protected her business.
Be Careful With Scope Creep
Fixing someone else’s mistake can quickly balloon into more than you imagined. Suddenly, you’re on site three days a week, your calendar’s blown up, and your client now expects “emergency problem-solving” to be part of the package.
Don’t let it happen.
“Clients value when you take responsibility and prioritize a solution without penalty to them. But set limits. If it’s just a few issues, it’s worth saving the relationship. If it turns into a full redo and the client is unreasonable, that’s another story.”
To protect yourself:
- Add a line to your agreement covering vendor mistakes.
- Have a ready-made email that clearly outlines billable time for unplanned tasks.
- Make it known that your role does not include general contracting unless specifically contracted.
Bottom Line - You Can Be Generous Without Being Taken Advantage Of
This industry is built on relationships. You want to show up for your clients. You want to be the pro who solves problems and stays calm under pressure.
But you also have a business to run.
So here’s your filter:
- If it’s your referral, offer a fair gesture, not a blank check.
- If it’s not your referral, charge with confidence.
- Communicate everything up front. Put it in writing.
- Protect your time, your energy, and your bottom line.
You’re not being greedy. You’re being smart. And smart business owners stay in business.
This isn’t about being right. It’s about being prepared. So when something goes sideways, you already know exactly how to handle it. Step by step. Fair and firm.
And if it ever feels murky? Ask your community. We’ve all been there.
You have a community right here.
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