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 checkmark appears in this box by default. If you do NOT want to collect signatures with DocuSign®, remove the mark. 

      Tip

     How do you collect signatures with DocuSign? After the data entry for the item is complete, Procore recommends changing the item's status to 'Out for Signature' before clicking the Complete with DocuSign button to launch the DocuSign® application. If you have not previously signed in, you will be prompted to Log In to DocuSign®. Once you are signed in, you can prepare the DocuSign® envelope for signatures. After the signature process is complete, Procore automatically changes the status of the item to 'Approved' and marks the item as 'Executed'. To learn more, see DocuSign®.
   • #
     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 customize the numbering scheme for your project's commitments. To learn more, see Can I customize the numbering system for financial objects 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 invoice contact. 
   • Invoice Contacts
     Select one (1) or more employees of the 'Contract Company' to designate as the invoice 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 invoice 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 invoice contacts on your commitments, see Add Invoice Contacts to a Purchase Order or Subcontract and What is an invoice 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 checkbox to denote that the subcontract was fully signed and executed.

      Notes

     • Many Procore users choose to place a checkmark in the Executed box when placing the commitment into the  'Approved' or 'Complete' status.
     • The time at which your project team places a checkmark 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 checkbox 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 SOV items
       Mark this checkbox to allow those users selected in the 'Select a Person' drop-down list to see the 'Schedule of Values' tab on the subcontract.

        Important

       When the 'Allow these users to see SOV items' is ON, the 'Schedule of Values' 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 SOV tab. See Manage Permission Templates.
   • Default Retainage
     Specify the percentage amount of retainage to withhold on the first subcontractor invoice. For example, it is a common practice to enter 5 or 10% in this field. 

      Notes

     • The 'Default Retainage' amount set on the subcontract will only affect the amount on the first subcontractor invoice.
     • Editing this value after creating the first subcontractor invoice will NOT affect the retainage amount on subsequent invoices.
     • In order to set or release the retainage amount on a subsequent invoice, complete the steps in Enable Retainage on a Commitment. Next, use one of these Procore tools to set or release retainage on that invoice:
       • Commitments. Set or Release Retainage on a Subcontractor Invoice. 
       • Invoicing. Set or Release Retainage on a Subcontractor Invoice.
     • If you would like to set up retention rules that automatically adjust withheld amounts on your subcontractor invoices, see Enable Sliding Scale Retention Rules on a Commitment's Invoices. 
   • 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 change order in the 'Approved' status and it includes a value in 'Schedule Impact' field of the change order, Procore automatically updates the 'Estimated Completion Date' field in the commitment contract by the number of days entered. To learn more about this program, 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 invoice 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