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Create a Prime Contract


To create a new Prime Contract for a project.

Things to Consider

  • Required User Permissions: 'Admin' level permissions on the Prime Contract tool.
  • The prime contract typically represents the agreed-upon contract between an owner who is financing the construction project and the general contractor who is being paid to manage the construction project. In the case of Procore, the Prime Contract will typically be the contract between you and your client, which may be a different relationship than an owner to a general contractor.
  • The Budget can be used to create the Prime Contract if the two are identical, or if the Prime Contract is a division-level summary of the Budget. Often times the internal Budget and the client facing Prime Contract are different levels of detail and the Prime Contract isn't strictly a division level roll-up of the Budget.
  • For general contractors that are customers of Procore, the Budget is more commonly used as an internal tool for managing the contracts and costs with subcontractors (and is not visible to your financing client), whereas the Prime Contract is used as the contract between you and your client (and is not visible to your subcontractors).
  • You can create multiple line items with the same cost code and categories, and use the Description field to clarify the difference between the line items.
  • When adding line items, you can leave the Cost Code field blank by entering "None."
  • In order for anyone to receive a notification of the Prime Contract, you must email the Prime Contract.


Create a Prime Contract

Create Multiple Prime Contracts

Create a Prime Contract
  1. Navigate to the project's Prime Contract tool.
  2. Click Create Prime Contract.
  3. Under 'General Information', complete the following data entry:
    (Note: None of these fields are required to create a Prime Contract. You can add information at a later time, if desired.)
    • Contract #: Assign a unique identifier for the Prime Contract.
    • Owner/Client: Select the party to whom you will be sending your invoice.
    • Architect/Engineer: Select the lead architect on the project.
    • Contractor: Enter the name of the company (e.g. GC) who is managing the construction project in Procore. If you are setting up the Prime Contract, you will typically enter your company's name in this field. 
    • Title: Provide a descriptive name for the Prime Contract.
    • Status: Specify the current status of the Prime Contract. (e.g. Draft, Out For Bid, Out For Signature, Approved, Complete, or Terminated)
      Note: If the status is set to "Approved" or "Complete", change orders and invoices can be created. If the status is set to anything other than "Approved or "Complete,"change orders and invoices can not be created.
    • Private: Specify who can view the Prime Contract. By default, the Prime Contract is "private" and is only visible to users with 'Admin' user permissions on the Prime Contract tool. You can also allow non-Admin users to view the Prime Contract, if desired. Additionally, you can also allow selected non-Admin users to have read-only access to individual line items under the SOV subtool.
    • Start Date: Specify the project's official start date.
    • Estimated Completion Date: Specify the estimated date for project completion.
    • Signed Contract Received Date: Specify the date when the Prime Contract was officially signed by all legally bound parties.
    • Actual Completion Date: Once a project has been officially completed (i.e. final payments have been processed and closed) you can specify the actual project completion date for record purposes.
    • Contract Termination Date: Enter the date the project closed out.
      Note: To see other dates that you can configure to add to your Prime Contract, see "Configure Settings: Prime Contract" in the See Also section.
    • Default Retainage: Specify a default percentage that will automatically be applied to all line item costs for retainage purposes. (e.g. 10%)
    • Executed: Place a mark in this checkbox to denote that the contract was fully signed and executed.
    • Description: Provide a helpful description about the contract.
    • Inclusions: Specify any agreed-upon inclusions in the contract.
    • Exclusions: Specify any agreed-upon exclusions in the contract.
    • Attachments: Attach any relevant documents, such as a signed copy of the contract.
  4. Click Create or Create & Email.
    The system saves your new Prime Contract. 
  5. Click the Schedule of Values (SOV) subtab.
  6. Click Edit. There are several different ways to create an SOV.
Create Multiple Prime Contracts

A general contractor may want to create multiple prime contracts for one of the following situations:

  • There are multiple entities funding the job. The project may have many owners, or the general contractor might be partially funding the job themselves.
  • There are contracts established for each stage of construction: pre-construction, course of construction, and aftercare/maintenance.
  • When operating a fast-tracked or phased GMP job, a Prime Contract can be created for each established scope-of-work package.
  • A contractor who is operating as a Construction Manager as Agent (CMa) and needs to manage the contracts that an owner has with the various contractors on a project.
  1. Navigate to the project's Prime Contract tool.
  2. If you have multiple prime contracts created, you will see them listed on the Prime Contract page. Click Create Prime Contract.
  3. Complete steps #3-6 above. 

    Note: There are a few limitations when creating multiple prime contracts. See What are the limitations when creating multiple prime contracts?

Create SOV from the Budget Tool

If you created a project budget (using the Budget tool), you can use it to quickly build out a Prime Contract's SOV. There are two options for how to create the Prime Contract SOV from the Budget tool. (Note: You can only perform this action if there are zero line items.)

  1. Navigate to the project's Prime Contract tool. 
    Note: Make sure that the Prime Contract status is set as "Draft" mode under the General tab.
  2. Click the Schedule of Values sub tool.
  3. Click Edit.
  4. You will have the option to perform one of the following actions:
    • Option 1: A line item will be created for each line item on the project budget

    • Option 2: A line item will be created for summaries of each division on the project budget. (Note: Use this option if you prefer to breakdown costs by division instead of by individual line items.)
  5. ​Click Save to save your changes.

Import from a CSV

If you prefer to upload a CSV to import all line items, please download and populate the provided CSV template instead. Be sure to follow the instructions in the tutorial below to ensure that you add your data to the CSV in the correct format because the uploader enforces very strict syntax requirements. Data must follow the prescribed format to ensure that your data can be successfully uploaded into Procore. For example, CSV rows that only contain a Cost Code Name and Cost Code Number will not produce a new line item.
Note: The Prime Contract must be in 'Draft' status in order for the Import from CSV option to be available. 
For more detailed instructions, see Import a Prime Contract CSV.

​Manually Add Line Items​

To manually add line items to the Schedule of Values:

  1. Navigate to the project's Prime Contract tool.
  2. Click the Schedule of Values tab.
  3. Click Edit
  4. Under Add Line Item, do the following:
    • Change Event Line Item. Select a change event line item from the list. This field only appears if your company has enabled the Change Events tool. See Should I enable the Change Events tool on my existing project?
    • Line Item. Select the prime contract line item or commitment line item from the list. This field only appears if your company has enabled the ERP Integrations tool.
      • The selections that appear in the list depends upon your project's change order tier configuration. See What are the different change order tiers?
      • If you are using a multi-tier change order configuration, you must select a line item on the Prime Potential Change Order (Prime PCO).
      • If you are using a single-tier change order configuration, you must select a line item on the Prime Contract Change Order (PCCO). 
    • Sub Jobs. Select a sub job from the list. This field only appears if you have enabled the Sub Job feature. See Enable Sub Jobs
    • Description. Enter a description in the box. 
    • Cost Code. Select a cost code from the drop-down list. 
    • Cost Type. Choose a cost type from the drop-down list. 
    • Tax Code. Select a tax code from the drop-down list. This field only appears if you have enabled the tax codes feature. See How can I use tax codes on a project?
    • Amount. Enter an amount in this box. 
  5. Click Add
  6. Repeat the steps above to add other line items. 
  7. Choose one of the following:
    • Save & Email. Click this button to save the SOV line item(s) and email the updates to members of the Prime Contract tool's default distribution lists. See Configure Settings: Prime Contract.
    • Save. Click this button to save the SOV line item(s) on the Prime Contract without sending an email. 

See Also