Edit a Subcontract (Legacy)

Objective 

To edit a subcontract using the project's Commitments tool. 

Background 

After you create a subcontract, you can edit it at any time. 

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Commitments tool.
    OR
  • 'Read Only' or 'Standard' level permissions on the project's Commitments tool with the 'Update Work Order Contract' granular permissions enabled on your permission template.

• For companies using the  ERP Integrations tool: Show/Hide  
  • If you are editing a subcontract that has NOT yet been synced with your company's integrated ERP system, you may use the steps below. To determine if a subcontract has been synced with an ERP system, see What do the ERP Icons mean? 
  • If you are editing a subcontract that has already been synced with your company's integrated ERP system, see Edit a Commitment Synced with ERP.

Prerequisites

• Create a Subcontract

Steps

1. Navigate to the project's Commitments tool.
2. Under the Contracts tab, locate the subcontract. 
3. Click the Number link to open the subcontract. 
4. In the General tab, edit the following:
   • Sign with DocuSign®
     If you have enabled the Procore + DocuSign® integration (see Enable or Disable the DocuSign® Integration on a Procore Project), a tick appears in this box by default. If you do NOT want to collect signatures with DocuSign®, remove the mark. 
   • #
     Enter or validate the unique identifier for the subcontract. If you are creating the first commitment of a project, Procore automatically numbers the commitment in sequential order. For example, SC-01-001, SC-01-002 and so on.

      Notes

     • If your company has implemented the ERP Integrations tool, your integrated ERP system may impose a maximum character limit. See What is the maximum character length for a commitment's 'Number (#)'? 
     • When a commitment is exported to the Integration by Ryvit, it must have a unique commitment number. You can customise the numbering scheme for your project's commitments. To learn more, see How are commitments, contracts and changes numbered in Procore?
   • Title
     Enter a descriptive title for the subcontract. 

      Notes

     • If your company has enabled the ERP Integrations tool, be aware that some integrated ERP systems impose character limits on the 'Title' field when data exported from Procore is imported into their system.
     • For details about character limits, see What is the maximum character length for a commitment's 'Title'?
   • Contract Company
     Select the company responsible for completing the work on the subcontract (for example, American Construction Co.).
     Notes:
     • To appear in this list as a selection, add the company to the Project Directory. For details, see Add a Company to the Project Directory or Import Users & Vendors into your Project Level Directory Tool (Procore Imports).
     • You must select a contract company before you can name an payment application contact. 
   • Payment application Contacts
     Select one (1) or more employees of the 'Contract Company' to designate as the payment application contact(s). After saving the subcontract, any users added here will be added to the 'Private' list. You must select a 'Contract Company' before you can select payment application contacts. 

      Note

     It is important to always add at least one  'Invoice Contact' on a purchase order or subcontract. This ensures that important email invitations and automatic email notifications are sent to the appropriate contact. To learn more about the importance of including payment application contacts on your commitments, see Add Payment application Contacts to a Purchase Order or Subcontract and What is a payment application contact? 
   • Status
     Assign a status to the subcontract. To learn about the available statuses and which commitment statuses reflect contract amounts in your project's budget, see What are the default commitment statuses in Procore? 
   • Executed. Mark this tickbox to denote that the subcontract was fully signed and executed.

      Notes

     • Many Procore users choose to place a tick in the Executed box when placing the commitment into the  'Approved' or 'Complete' status.
     • The time at which your project team places a tick in the Executed box should always be aligned with your project's unique business process 
   • Private
     Choose from these options:
     • Make this visible to only administrators and the following users
       Mark this tickbox to limit the visibility of the subcontract to users with 'Admin' on the Commitments tool and users specified in the Select a Person drop-down list. 
     • Allow these users to see BOQ items
       Mark this tickbox to allow those users selected in the 'Select a Person' drop-down list to see the 'Bill of Quantities' tab on the subcontract.

        Important

       When the 'Allow these users to see BOQ items' is ON, the 'Bill of Quantities' tab is only visible and available to users with 'Admin' level permissions on the project's Commitments tool and the people named in the 'Select a Person' drop-down list. 
     • Select a Person
       Select one or more people from the list. You can allow non-Admin level users to view the subcontract, if desired. Additionally, you can allow selected non-Admin users to have read-only access to the to individual line items under the BOQ tab. See Manage Permission Templates.
   • Default Retention
     Specify the percentage amount of retention to withhold on the first subcontractor payment application. For example, it is a common practice to enter 5 or 10% in this field. 

      Notes

     • The 'Default Retention' amount set on the subcontract will only affect the amount on the first subcontractor payment application.
     • Editing this value after creating the first subcontractor payment application will NOT affect the retention amount on subsequent payment applications.
     • In order to set or release the retention amount on a subsequent payment application, complete the steps in Enable Retention on a Commitment. Next, use one of these Procore tools to set or release retention on that payment application:
       • Commitments. Set or Release Retention on a Subcontractor Payment application. 
       • Payment applications. Set or Release Retention on a Subcontractor Payment application.
     • If you would like to set up retention rules that automatically adjust withheld amounts on your subcontractor payment applications, see Enable Sliding Scale Retention Rules on a Commitment's Payment applications. 
   • Description
     Provide additional information, as necessary.
5. Under Contract Dates, do the following:
   • Start Date. Select the date when the scope of work will begin on the job site.
   • Estimated Completion Date. Select the estimated date of when the scope of work will be finished.

      In Beta

     Note to users participating in the 'Subcontractor Estimated Completion' limited release beta program. When a user places a variation in the 'Approved' status and it includes a value in 'Schedule Impact' field of the variation, Procore automatically updates the 'Estimated Completion Date' field in the commitment contract by the number of days entered. To learn more about this programme, see Commitments: (Beta) Subcontractor Estimated Completion Date.
   • Signed Contract Received Date. Select the date when the subcontract was officially signed.
   • Actual Completion Date. Select the date when the scope of work was deemed complete.
6. Under Additional Information, do the following:
   • Inclusions. Disclose any inclusions that may not be clearly stated in the related contract documents.
   • Exclusions. Disclose any exclusions that may not be clearly stated in the related contract documents.
   • Attachments. Attach any related materials such as pricing quotes, receipts, signed purchase orders and so on. You may attach files that have been uploaded to your project or drag and drop files from your local computer.
7. Click one (1) of these buttons:
   • Save & Email. Click this button to save the changes and email the subcontractor to the payment application contact. A GREEN banner appears at the top of the page to confirm the email was sent. 
   • Save. Click this button to save the changes. 
   • Complete with DocuSign®. Click this button to save the changes and use Procore's DocuSign® integration to set up the DocuSign® envelope to collect digital signatures. See DocuSign®.

Next Steps

• Email a Purchase Order or Subcontract

See Also

• Create a Subcontract