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Update a Subcontractor Schedule of Values as an Invoice Administrator from the Progress Billings Tool

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 Limited Release
flag-us.png flag-canada.png The Progress Billings tool is only available to Procore customers in the United States and Canada who have implemented the Procore for Speciality Contractors point-of-view dictionary. To learn more, see (Limited Release) Owners & Speciality Contractors Point-of-View Dictionary Options. 

Objective

To create a Subcontractor Bill of Quantities (SBOQ) on a commitment.

Background

In the same way that you can invite an payment application contact to submit a subcontractor payment application for review, you can also invite a payment application contact to provide a more detailed breakdown of line items on the 'Bill of Quantities' tab by enabling the 'Subcontractor BOQ' tab on a commitment.

  • On the general 'Bill of Quantities' tab for a commitment, each line item is assigned to a specific cost code and cost type. 
  • On the 'Subcontractor BOQ' tab on a commitment, you may be asked to provide a more detailed breakdown of a line item on the 'Bill of Quantities' tab. This may be required to provide a more full explanation about the amounts to obtain approval on a payment application. 

Things to Consider

  • Required User Permissions
    Limitations:
  • Additional Information:
    • On the purchase order's or subcontract's General tab, you must select your collaborator's user name in the 'Private' and 'Invoice Contact' fields before your collaborator can see the BOQ.
      • Only the detail line items added on the Subcontractor BOQ tab will carry over to the payment application.
      • For companies using the ERP Integrations tool, the Subcontractor BOQ line items that you create do NOT sync with your integrated ERP system. 
 Tip
Are you creating a Subcontractor BOQ for your downstream collaborator to update later? If so, your company must provide the collaborator with a Procore user account in your Company Directory. In addition, that user must be granted the appropriate permissions for a payment application contact. To learn more, see What is a payment application contact?

Prerequisites

Steps

Create a Commitment

Complete the steps in Create a Commitment. 

Update the Bill of Quantities

  1. Navigate to the project's Payment applications tool.
  2. Click the Subcontractor tab. 
  3. Locate the commitment in the list and click the Contract link to open it.
  4. In the General tab, click Edit. 
  5. Click the Bill of Quantities tab. 
  6. Click Add Line.
     Notes
    • The 'Bill of Quantities' tab is a general BOQ that details each scope of work associated with the commitment. 
    • The 'Subcontractor BOQ' tab is the more specific area where collaborators are invited to provide a detailed line-item breakdown for each line item on the commitment's general 'Bill of Quantities' tab.
  7. Add all related line items to the general 'Bill of Quantities' tab:
    schedule-of-values-tab-with-celis.png
    • Change Event Line Item
      If you have change events enabled, you can select a change event line item if you want to link the commitment to a specific 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 in Procore's WBS? 
    • Description
      Enter a brief description of 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.
  8. Click Add Line Item to add additional line items, as necessary.
  9. Once you are done adding line items, do one of the following:
     Note
    If you have already saved the payment application, the Create button is labelled Save and the Create & Email button is labelled Save & Email.
    • To add subcontractor BOQ line items on behalf of your subcontractor, click Create or Save.
      OR
    • To invite your payment application contacts to create the Subcontractor BOQ line items, click Create & Email or Save & Email.
       Tip
      When does Procore send email notifications to payment application administrators, payment application contacts and members of a payment application's distribution list? To learn more, see When does Procore send email notifications to payment application contacts?
  10. Continue with the next step. 

Update the Subcontractor Bill of Quantities

If you are a payment application administrator (or a payment application contact who has been invited to update a Subcontractor BOQ), you can perform these steps on the commitment.

  1. Click the Subcontractor BOQ tab.
     Note
    If you do NOT see a 'Subcontractor BOQ' tab on the commitment contract, a user with 'Admin' level permissions on the Commitments tool must enable it. See Add a Subcontractor BOQ to a Commitment and Enable or Disable the Subcontractor BOQ Tab on the Commitments Tool.
  2. Click Edit. 
  3. Enter a detailed line-item breakdown in the Subcontractor BOQ tab as follows:
    sub-sov-remaining-to-allocate.png
    • Click the +Add Line Item link.
    • In the Description box add a detailed description of the work to complete. 
    • In the Amount box, add the specific amount for that work. 
    • Continue this step until the 'Remaining to Allocate' amount for that budget code and description reads £0.00.
  4. When you have allocated all of the amounts in the Subcontractor BOQ tab, click the Submit button. 
     Notes
    • The Submit button is dimmed and unavailable until the Remaining to Allocate fields in the Subcontractor BOQ all read £0.00.
    • After you click the button, Procore changes the status of the Subcontractor BOQ to Under Review. 
    • You will NOT be able to edit your submission unless the payment application administrator changes the status of the Subcontractor BOQ to Revise & Resubmit.