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Procore (en-GB)

Add a Subcontractor Bill of Quantities (SBOQ) to a Commitment

Objective

To add a Subcontractor Bill of Quantities (SBOQ) to a commitment.  

Background

In Procore, the 'Subcontractor BOQ' tab is enabled on the Commitments tool by default. This tab provides your downstream contractors with a way to provide a detailed breakdown of specific work items on a commitment. This breakdown is entered by your contractors on a separate tab—to ensure the committed amounts on each line item on the subcontract's general 'Bill of Quantities' tab remains consistent with the approved agreement. 

Example

Let's assume you are a main contractor and have a subcontract with 'ABC Concrete'. Before your company will approve payment for work items on that subcontract, you want the subcontractor to provide a line item breakdown of each cost code/cost type combination to describe their costs in more detail.

To do this, you can have Procore send an email notification to the designated 'Payment Application Contact' on the commitment. This email asks their company to complete the  Subcontractor BOQ.  After the subcontractor adds their detailed line item breakdown to demonstrate their labour costs, materials or other costs associated with the work items, they can then submit the completed data entry back for your review. 

Things to Consider

Steps

Create a Purchase Order or Subcontract

Complete the steps in Create a Purchase Order or Create a Subcontract. Then continue by updating the BOQ as described in the next step.

Update the Bill of Quantities (BOQ)

  1. Navigate to the project's Commitments tool.
  2. Click the Summary or Detailed tab. 
  3. Locate the purchase order or subcontract in the list. Then click Edit
  4. Complete the data entry in the General tab.  
     Important

    To provide a subcontractor with the appropriate access permission to update the Subcontractor BOQ tab on the commitment,  you must do the following:

    1. Select the subcontractor's company name from the Contact Company drop-down list.
    2. Add the subcontractor to the Payment Application Contacts drop-down list.
    3. Add the subcontractor to the Private drop-down list.
  5. Under Bill of Quantities, add line items by clicking the click here to add link.
    These are the line items that your subcontractor will break down in to more detail on the Subcontractor BOQ.
  6. Add all related line items:
    • Change Event Line Item. If you have change events enabled, you can select a change event line item if the commitment needs to be linked to a change event. 
    • Main Contract Line Item. If you do not have change events enabled, select the related line item from your Main Contract. If the item is not accounted for in the Main Contract, select the "Non Budgeted" option.
    • Sub Jobs. Any sub jobs on the project that you have synced will appear in this drop-down. All cost codes related to the sub jobs will appear in the following field. If your company is using the Procore + ERP Integrations tool, see Which integrated ERP systems support the 'Sub Job' concept.
    • Cost Code. Select the appropriate cost code for the item. For example, 02-200 - Earthwork.
    • Description. Enter a brief description about the line item.
    • Cost Type. Select the appropriate item cost type from the drop-down list. For example, Labour or Subcontractor.
    • Tax Code. Select a tax code to use for this line item. This field only appears if you have enabled the tax codes feature. See How can I use tax codes on a project?
    • Amount. Specify the cost of the line item.
  7. Click Add Line Item to add additional line items, as necessary.
  8. Once you are done adding line items, do one of the following:
    • To add subcontractor BOQ line items on behalf or your subcontractor, click Create and continue to the Subcontractor BOQ subtab (see steps below) to fill in the Subcontractor BOQ values.
      OR
    • To invite your payment application contacts to create the Subcontractor BOQ line items (see Create Payment Application Contacts), click Create and Email to send the Payment Application Contacts an email notifying them they can add their subcontractor line items to the Subcontractor BOQ tab. See Review a Commitment's Subcontractor Bill of Quantities.

Update the Subcontractor BOQ (SBOQ)

Perform these steps in the purchase order or subcontract:

  1. Click the Subcontractor BOQ tab.
  2. Click Edit
    Note: In order to edit the BOQ line items, the commitment cannot have subcontractor payment applications. 
  3. Click +Add Line Item to add a detailed breakdown for each line item.
  4. When you are finished adding line items, click Submit.
    Note: You are unable to click Submit if the Remaining To Allocate value does not equal zero. The Remaining To Allocate amount shows the difference between the sum of our detail line items and the general bill of quantities line item.
    Note: The General sub tab and the Subcontractor BOQ sub tab each have their own status field. In order to create subcontractor payment applications for that commitment, both tabs must have a status of 'Approved'.