Contracts
Create and manage construction contracts with configurable types, status tracking, document attachments, and value management.
Contract Register
Viewing Contracts
- Go to Project > Contracts > Register
- The register displays all contracts with:
- Contract number and name
- Contractor/subcontractor name
- Contract type (Head Contract, Subcontract, etc.)
- Status (Draft, Executed, etc.)
- Contract value
- Key dates
Filtering and Sorting
- Filter by contract type, status, or contractor
- Sort by value, date, or name
- Search for specific contracts
Creating a Contract
New Contract
- Go to Project > Contracts > Register
- Click Create Contract
- Enter contract details:
- Contract Number: Unique identifier
- Name: Descriptive contract name
- Contractor: Select from the project directory or add new
- Contract Type: Select from configured types
- Contract Value: Total contract sum (in project currency)
- Start Date: Contract commencement
- End Date: Practical completion date
- Description: Scope of work covered
- Save the contract
Contract Types
Configure contract types at the organisation or project level:
- Go to Tools > Contracts
- Create types such as:
- Head Contract
- Subcontract
- Consultancy Agreement
- Supply Agreement
- Design Contract
- Activate relevant types per project
Contract Status
Contracts progress through configurable statuses:
- Draft: Contract being prepared
- Under Review: Sent for review
- Executed: Signed and active
- Completed: Work finished
- Terminated: Contract ended early
Configure statuses in Tools > Contracts to match your workflow.
Contract Documents
Attaching Documents
- Open a contract from the register
- Go to Contract Details
- Upload documents:
- Signed contract
- Scope of work
- Specifications
- Insurance certificates
- Bank guarantees
- Documents are stored with the contract record
Document Management
- Upload multiple documents per contract
- Track document versions
- Download or view attached documents
- Link to documents in the project document register
Contract Value Tracking
Contract Sum
Each contract tracks:
- Original Contract Value: Initial agreed sum
- Approved Variations: Sum of approved variation orders
- Revised Contract Value: Original + approved variations
- Progress Claimed: Total amount claimed to date
- Remaining Value: What's left to claim
Currency
Contracts use the project's configured currency for all financial tracking.
Budget Management
Budget Codes
Assign budget codes to contracts for cost tracking:
- Go to Project > Contracts > Budget
- View budget allocation across contracts
- Track committed vs actual costs per budget code
Budget Snapshots
Create point-in-time snapshots of the project budget:
- Go to Project > Contracts > Budget > Snapshot
- Save a snapshot to record the current budget state
- Compare snapshots over time to track budget changes
Budget History
View the history of budget changes:
- Go to Project > Contracts > Budget > History
- See how the budget has evolved over time
- Track additions, reductions, and reallocations
Workflow Approvals
Configure approval workflows for contract-related processes:
- Go to Project > Contracts > Workflows
- View active workflows for:
- Contract execution
- Progress claims
- Variations
- See pending approvals and their status
See Workflows & Approvals for setup instructions and Progress Claims & Variations for claim and variation management.
Best Practices
- Set up contract types early: Configure types during project setup for consistent categorisation
- Attach all key documents: Keep signed contracts, insurance, and scope documents with the contract record
- Track values accurately: Maintain up-to-date contract values to support budget reporting
- Use budget codes: Align contracts with budget codes for financial tracking
- Take budget snapshots: Create regular snapshots at reporting milestones
- Configure workflows: Set up approval workflows to ensure proper governance for claims and variations