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Create a Subcontractor BOQ

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Objective

To create a Subcontractor Bill of Quantities (BOQ). 

Background

In the same way that you can allow subcontractors to create Subcontractor Payment Applications for your approval, you can also allow subcontractors to enter their detailed bill of quantities breakdown here for your approval. With the standard recommended permissions, subcontractors can break down each line item but can not modify the general line items.

The intent of the General Bill of Quantities is to have one line item per cost code and cost type in order to create the contract amount and assign a cost code and cost type. 

Things to Consider

 Tip
Are you creating a Subcontractor BOQ for your subcontractor to update later? If so, your subcontractor must have a Procore user account in your Company Directory and that account must be granted the appropriate permissions on the Commitments tool. For details, see Add a Subcontractor BOQ to a Commitment as a Subcontractor.

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 Invoicing tool.
  2. Click the Owner or Subcontractor tab. 
  3. Locate the purchase order or subcontract in the list. Then click its link in the Contract column. 
  4. In the General tab, click Edit. 
  5. Provide the subcontractor's Procore user account with with appropriate access permission. 
     Important

    To provide a subcontractor with the appropriate access permission to update the SBOQ 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.
    4. Click Save.
  6. Click the Bill of Quantities tab. 
  7. Click Add Line.
    Notes:
    • The Bill of Quantities (BOQ) tab is a general BOQ for the purchase order or subcontractor.
    • Later, when you need a more detailed breakdown from what is listed here, you will then add the SBOQ as described in Update the Subcontractor BOQ (SBOQ). 
  8. Add all related line items to the BOQ:
    • 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.
    • Budget Code
      Select a budget code from the list or click Create Budget Code to create a new one. See What is a budget code?
    • Description
      Enter a brief description about the line item.
    • 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.
  9. Click Add Line Item to add additional line items, as necessary.
  10. 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. 
      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 and email notifying them they can add their subcontractor line items to the Subcontractor BOQ tab. See Review a Commitment's Subcontractor Bill of Quantities.
  11. Continue with the next step. 

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 done 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'.