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Update a Subcontractor Bill of Quantities as a Payment Application Contact from the Progress Billings Tool

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 Limited Release
flag-us.png The Progress Billings tool is only available to Procore customers in the United States 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 edit the Subcontractor Bill of Quantities on a commitment as a payment application contact from the Progress Billings tool.

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

  • Required User Permissions:
    • To add a line item to the Subcontractor BOQ tab of any contract, 'Admin' level permissions on the project's Commitments tool. 
    • To add a line item to the Subcontractor BOQ tab of a specific contract, 'Read Only' level permissions or higher and you must be the commitment's designated payment application contact. To learn more, see What is a payment application contact?
    • To add a line item to the Subcontractor BOQ tab when a contract is not marked 'Private,' 'Read Only' or 'Standard' level permissions on the project's Commitments tool with the 'Create Purchase Order Contract' granular permission and/or 'Create Work Order Contract' granular permission enabled on your permissions template.
    • To add a line item to the Subcontractor BOQ tab when a contract is marked 'Private,' 'Standard' level permissions on the project's Commitments tool and added as an 'Invoice Contact' and as member 'Private' drop-down list with the 'Allow Users to See BOQ Items' tickbox enabled on the purchase order or subcontract. For details, see Create a Commitment.
  • Limitations:
    • The Subcontractor BOQ tab is only supported by the Amount Based accounting method. It is not supported by the Unit-Quantity based accounting method. See  How do I set the accounting method for a contract or funding?
    • Only the detail line items added on the Subcontractor BOQ tab will carry over to the payment application.
  • Additional Information:
    • To update a Subcontractor BOQ, it must be in 'Draft' or 'Revise & Resubmit' status. 
    • You must add line items to the Subcontractor BOQ before you create subcontractor payment applications for the purchase order or subcontract.
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  

Prerequisites

Steps

  1. Open the Subcontractor Bill of Quantities from the Progress Billings Tool
  2. Update the Subcontractor Bill of Quantities

Open the Subcontractor Bill of Quantities from the Progress Billings Tool

 Tip

Did you receive an email inviting you to provide a breakdown of your bill of quantities on a commitment? If you are a payment application contact for the 'Contract Company' on a commitment contract, the company that you are performing work for may invite you to provide a detailed breakdown of the bill of quantities on a commitment contract. To respond to that email instead of using the steps below, see How do I submit a Subcontractor Bill of Quantities for a Procore commitment?

  1. Navigate to the project's Progress Billings tool. 
  2. Click the Subcontractor tab. 
  3. In the table, locate the payment application associated with the commitment.
  4. Click its Contract link to open it. 

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.