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Create Subcontracts

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 Phased Release
This tutorial documents the modernized interface and optimizations for the Commitments tool. If you are still using the legacy experience, see (Legacy) Create a Subcontract for step-by-step instructions. To learn about Procore's timeline for using the modernized and legacy experiences, see Project Financials: Modernized Experience for the Commitments Tool.

Objective

To create a subcontract in Procore using the project's Commitments tool. 

Background

Subcontracts can be awarded during both the preconstruction and construction phases of a project and are typically created and tracked in Procore by project management. After a main contract award, the project manager creates purchase orders and subcontracts for specific trades to secure materials and subcontractor services for a project. 

Things to Consider

  • Required User Permissions:
    • To create a subcontract and see/enter data on the Bill of Quantities (BOQ) tab:
      • 'Admin' level permissions on the project's Commitments tool. 
        OR
      • 'Standard' level permissions on the project's Commitments tool and the 'Allow Users to See BOQ Items' setting must be enabled and your name must be selected in the 'Select a Person' drop-down list
    • To create a subcontract only, 'Read Only' or 'Standard' level permissions on the project's Commitments tool with the 'Create Work Order Contract' granular permission enabled on your permissions template.
  • Additional Information:
    • An alternative way to create a subcontract is to award a winning tender and convert it into a subcontract. See Award a Winning Tender and Convert it into a Subcontract.
    • To set the accounting method for the subcontract, see How do I set the accounting method for a contract or funding?
    • After creating a subcontract, you have these options for creating variations:

    • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  

      • In order to send the commitment to the ERP Integrations tool to be accepted for export by an accounting approver:
        • Integration by Ryvit. The commitment must have at least one (1) BOQ line item with a Integration by Ryvit phase code. In addition, the cost code must be assigned to at least one (1) category. See Assign Default Cost Types To Integration by Ryvit Cost Codes). Important! When a commitment is exported to Integration by Ryvit, it must have a unique commitment number. Procore recommends that the numbering convention you set up for the Commitments tool is preceded by the Project Number and then uses the default numbering system. For example, if your Project Number is 001, your numbering system would be 001-001, 001-002, 001-003 and so on. 
        • QuickBooks® Desktop. The commitment must have at least one (1) BOQ line item with a QuickBooks® Desktop cost code. The cost code does not need to be assigned to a category, because QuickBooks® Desktop does not support the category concept.
        • Sage 100 Contractor®. A commitment must have one (1) BOQ line item with a Sage 100 Contractor® cost code. In addition, the cost code must be assigned to at least one (1) cost type. See Assign Default Cost Types To Cost Codes.
        • Sage 300 CRE®. The commitment must have at least one (1) BOQ line item with a Sage 300 CRE® cost code. In addition, the cost code must be assigned to at least one (1) cost type. See Assign Default Cost Types To Cost Codes.
        • Viewpoint® Spectrum®. The commitment must have at least one (1) Bill of Quantities (BOQ) line item with a cost code from the Viewpoint® Spectrum® project. The cost code must be assigned to at least one (1) category. Category assignments must always be updated in Viewpoint® Spectrum®. 
        • Yardi Voyager®. The commitment must have at least one (1) BOQ line item with a Yardi Voyager® cost code. In addition, the cost code must be assigned to at least one (1) cost type. See Refresh the Yardi Voyager® Cost Codes on a Project.
        • Sage Intacct®. The commitment must have at least one (1) BOQ line item with a Sage Intacct® cost code. In addition, the cost code must be assigned to at least one (1) cost type. See Assign Default Cost Types To Cost Codes.
        • Acumatica Cloud ERP. The commitment must have at least one (1) BOQ line item with a Acumatica Cloud ERP cost code. In addition, the cost code must be assigned to at least one (1) cost type. See Assign Default Cost Types To Cost Codes.
        • MRI Platform X®. The commitment must have at least one (1) BOQ line item with a MRI Platform X® cost code. In addition, the cost code must be assigned to at least one (1) cost type. See Assign Default Cost Types To Cost Codes.
        • Xero™. The commitment must have at least one (1) BOQ line item with a Xero™ cost code. In addition, the cost code must be assigned to at least one (1) cost type. See Assign Default Cost Types To Cost Codes.

      For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  

      • In order to send the commitment to the ERP Integrations tool to be accepted for export by an accounting approver:
        • MYOB Advanced Construction. The commitment must have at least one (1) BOQ line item with a MYOB Advanced Construction cost code. In addition, the cost code must be assigned to at least one (1) cost type. See Assign Default Cost Types To Cost Codes.

Prerequisites

Steps

  1. Navigate to the project's Commitments tool.
  2. On the Contracts tab, click the Create button and choose Subcontract from the drop-down list. 

    clipboard_e8a51476d2ef01ba95bc0bea542589293.png
     
  3. Continue with the next steps:

Add the Basic Information

Update the basic information as follows:

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 Notes
  • There are no required fields when adding the basic information. 
  • If you click the Create button without completing any data entry, Procore saves the contract, lists you as the creator and automatically places it in the Draft status.
  • Number
    To number your contract(s), choose from these options:
    • If you number your contracts using a sequential numbering system, you can enter any combination of alpha-numeric characters in this box. For subsequent contracts, Procore automatically applies consecutive numbering in ascending order.
      Example

      The examples below show you how Procore's ascending consecutive numbering works:

      • If the previous contract was 1, the next contracts are 2, 3 and so on.
      • If the previous contract was PC-0001, the next contracts are PC-0002, PC-0003 and so on.
      • If the previous contract was DCA00010-12-G-0001, the next contracts are DCA00010-12-G-0002, DCA00010-12-G-0003 and so on.
    • If you do NOT number your contracts using sequential numbering, you can manually enter a unique number for each main contract. To do this, type over the existing entry in the Number box. Duplicate contract numbers are NOT permitted.
  • Contract Company
    Select the name of the project owner's or the project client's company from the drop-down list. This is the company that either owns the construction project or the client who has hired your company to oversee the project work. To appear as a list option, Add a Company to the Project Directory. 
  • Title
    Type a descriptive name for the contract.
  • Optional: Sign with DocuSign®
    Move this toggle to the right to collect signatures with the Procore + DocuSign® integration. To learn how to activate the integration in Procore, see Enable or Disable the DocuSign® Integration on a Procore Project. 

Update the General Information

Update the contract with more general information:

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  • Status
    Procore automatically assigns contracts the 'Default' status. To select a different status, choose one of the status labels from the drop-down list. Options include 
     Note
    To create variations and payment applications, your contract's status must be set to Approved or Complete.
  • Executed
    Place a mark in this tickbox if the contract has been fully executed. A fully executed contract is a legally effective agreement that has been signed by authorized representatives for each party.
  • Default Retention
    Enter a number to represent the percentage that will be withheld as retention on the line items of the contract's Bill of Quantities. For example, if you plan to withhold ten (10) percent of the line item's value, enter 10%.
  • Description
    Enter a more detailed description of the main contract. You can apply the options in the formatting toolbar to your text. 

Update the Contract Access

By default, contracts are only visible to users who have been granted 'Read Only' level permissions or higher on the project's Commitments tool. To change the contract's access permissions, do the following:

  1. Optional: Move the Restrict This Contract's Visibility to Only Project Admins and Select Non-Admin Users toggle to the left or right to turn the restriction OFF and ON. Procore turns this setting ON by default. 
     Notes
    • The toggle is BLUE when restrictions are turned ON.
    • The toggle is GREY when restrictions are turned OFF.
  2. Select an employee of the 'Contract Company' from the Payment application Contact drop-down list. 

Update the Contract Dates

To update the contract with important dates, do the following:

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 Note
Your company's Procore Administrator manages the dates that appear in the 'Contract Dates' section using the configurable fieldsets feature. For details, see Which fields in the Commitments tool can be configured as required, optional or hidden?
  • Start Date
    Select the construction project's official start date.
  • Estimated Completion
    Select the construction project's estimated completion date from the calendar control.
     In Beta
    Note to users participating in the Site-initiated Variations' limited release beta program. The information below details a configuration that is available to Procore users taking part in the Beta Participant Program for Site-initiated Variations. For more information about this release, see Commitments: Allow Collaborators to Submit Site-initiated Variations. 
  • Actual Completion
    Select the construction project's actual completion date.
  • Signed Contract Received
    Select the date from the calendar control. The signed contract received represents the date that the executed contract was received.

Add the Scope of Work

Contract inclusions and exclusions vary from project to project. However, the intent is to define exactly what is included and NOT included in the contract's price and scope of work. To update the contract's 'Inclusions and Exclusions' card, do the following:

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  • Inclusions
    Add the contract's inclusions in this box. You can apply the options in the formatting toolbar to your text. 
  • Exclusions
    Add the contract's exclusions in this box. You can apply the options in the formatting toolbar to your text. 

Set the Accounting Method

The first step when updating a Bill of Quantities is to define the accounting method for the contract. The method you choose also applies to all variations and/or payment applications for that contract. The accounting method can only be changed BEFORE you add line items to a BOQ. Procore does NOT permit you to change a contract's accounting method after line items are added. 

 Tip
What's the difference between the Amount Based and Unit/Quantity Based contract? For details, see How do I set the accounting method for a contract or funding?
  • To change the accounting method to Unit/Quantity, click the Change to Unit/Quantity button. 
  • To change the accounting method back to Amount-Based, click the Change to Amount Based button. 

Update the Bill of Quantities

There are two (2) methods for updating the subcontract's BOQ:

Add Line Items to the Bill of Quantities

By default, you can input line items on the subcontract's BOQ at any time, as long as it is NOT in the 'Approved' status.

 Note
If your project team has turned the 'Enable Always Editable Bill of Quantities' configuration setting ON in this tool, users with the required user permission to Edit Subcontracts can add line items to the Bill of Quantities when a contract is in any status. To learn specific information about this setting, see What is the 'Enable Always Editable Bill of Quantities' setting?

To manually add line items to the Bill of Quantities:

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  1. Choose from these options:
    • If the BOQ is blank, click Add Line under 'You Have No Line Items Yet'. 
      OR
    • If you have existing line items, click Add Line. 
      Procore creates new line items starting with the number '1'. Subsequent lines are created in numerical order. 
  2. Designate a budget code for the new line item. You have these options:
    • To assign an existing budget code to the line item, start typing a code in the Search box and select the matching code from the list. 
      OR
    • To create a new budget code for the line item, click the Create Budget Code button. Next, select the appropriate segment items from the drop-down list(s) to satisfy your project's budget code pattern requirements. Then, click Create.
  3. Depending on the accounting method you are using, choose the appropriate steps for adding a line item:
    • For an Amount-Based contract: 
      An Amount-Based BOQ requires this data entry:
      • Budget Code
        Select a budget code or click Create Budget Code. See What is a budget code in Procore's WBS? 
      • Description
        Enter a description for the line item. For example, type: Monthly Service Fee
      • Amount
        Enter the total amount for the line item.
      • Billed to Date
        Later, when you create payment applications, this column will automatically show the amount that has already been billed to date. 
      • Amount Remaining
        Later, when you create payment applications, this column will automatically show the amount that has NOT yet been billed to date.
    • For a Unit/Quantity Based contract:
      A Unit/Quantity Based BOQ requires this data entry: 
      • Budget Code
        Select a budget code or click Create Budget Code. See What is a budget code in Procore's WBS? 
      • Description
        Enter a description for the line item. For example, type: Monthly Service Fee
      • Qty
        Enter the number of units.
      • UoM
        Select the Unit of Measure (UoM) from the list. See Which units of measure are included on Procore's master list? and Add a Unit of Measure to the Unit of Measure Master List.
      • Unit Cost
        Enter the Unit Cost in this box. You'll notice that the value in this column contains four (4) decimal points (for example, £0.0000) to allow you to enter the specific value required to calculate accurate pricing. 
        Example
        If you are buying 50,000 units for £1,006,625.00, you would enter a unit price of £20.1325. 
      • Amount
        The system automatically calculates the subtotal for you, based on the Qty, UOM, and Unit Cost entries. 
      • Billed to Date
        Later, when you create payment applications, this column will automatically show the amount that has already been billed to date. 
      • Amount Remaining
        Later, when you create payment applications, this column will automatically show the amount that has NOT yet been billed to date.
  4. Optional: Repeat the steps above to add as many line items as needed. 
  5. Click Save. 
    Procore saves the line items on the contract's BOQ. 
Import Line Items to the Bill of Quantities from a CSV File
  1. In the 'Bill of Quantities' card, click the Import BOQ from CSV button. 

    clipboard_e40e16fc7a485c4e73acfe27758fed3b3.png
     
  2. Click the Download CSV Template button and choose one of these options:
    • Blank Template. Click this option to download a blank template. 
      OR
    • Template with Existing Line Items.  Click this option to download a template that includes any existing line item data from your project's budget. 
       Note
      • Procore downloads a CSV template file to your web browser's file download location.
      • The name of the file is: TBD
  3. Open the template that you downloaded on your computer. 
  4. Enter the data that you want to upload directly into the template. 
     Important
    Do NOT change or rearrange the Column Headings in the template file. 
  5. After entering your line item data, make sure to save your file updates in the 'Comma Separated Values' file format. 
  6. Navigate back to Procore. Then, in the 'CSV File' section, choose one of these options:
    • Click Upload File. 
      OR
    • Use a drag-and-drop operation to move the template you just updated into the 'CSV File' section. 
  7. Choose one of these options:
    • Add Additional Line Items. Choose this option if you want to create new line items using the data in your template.
      OR
    • Replace Existing Line Items. Choose this option if you want to erase any existing line items from the subcontract and replace them with data in your template. 
       Note

      If the 'Enable Always Editable Bill of Quantities' configuration setting is turned ON in the project's Commitments tool, the 'Replace Existing Line Items' option is greyed out and unavailable for use once a payment application is created and line items are billed. To learn more, see What is the 'Enable Always Editable Bill of Quantities' setting? 

  8. Click Import. 

Attach Files 

To add file attachments to the contract:

  1. On the 'Attachments' card, click Edit.
  2. Click Attach Files. 
  3. In the 'Attach Files' dialogue box, highlight the location where the files to upload are stored. Options include:
    • My Computer. Click Upload Files to open your computer's finder. Select the files to upload and click Open. 
    • Photos. If the Photos tool is active on the project, choose the location from the Select Album list and then search for the file(s) to upload. 
    • Drawings. If the Drawings tool is active on the project, choose the area from the Select Area list and then search for the file(s) to upload. 
    • Forms. If the Forms tool is active on the project, choose the template from the Select Template list and then search for the file(s) to upload. 
    • Documents. If the Documents tool is active on the project, navigate to the folder storing the file(s) to upload and then highlight them. 
  4. Click Attach. 

    clipboard_ec405bc7f478748e35de797b4acda27f6.png

    A progress indicator shows you the status of the upload. 
  5. Click the Close (X) icon on the Attach Files dialogue box.  

Save the Contract

To save the contract, click one (1) of these buttons:

  • Save. Click this button to save the new contract and return to the 'General' tab in view mode. 
    OR
  • Complete with DocuSign®. Click this button to launch the Procore + DocuSign® integration and prepare the envelope for signature. To learn more, see DocuSign®.