Implementation tips for apartment, condo, or hotel remodeling contractors using single prime contract and import spreadsheet
Business scenario
- One or more buildings with multiple units (i.e. apartments/condos/hotel rooms)
- Multiple models or floor plans for units
- Certain units in no particular order are going to be released for renovation. Example: Bldg 1-Unit 5, Bldg 3-Unit 7
- Customer requires billings to be by unit only
- Contractor requires budget tracking to be by unit and job cost code. Example: Bldg 1-Unit 5 | Electrical, Drywall, Paint etc.
1. Contact Management implementation plan
Make sure all firms involved on the project are added in the Contact Management module.
Example Firms:
- Building Owner (Client)
- Architect
- Suppliers
- Subcontractors
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2) Projects implementation plan
Create the Project.
Example Project:
- Project # HBHotel
- Project Title: Huntington Beach Hotel
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3. Project directory implementation plan
The following companies should be added to the Project Directory.
- Building Owner (Client)
- Architect
- Your Firm
- Suppliers
- Subcontractors
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4. Implementation plan for job cost codes, prime contract and original budgets
The Contract Admin Module's Setup Wizard provides an Excel import option to create Job Cost Codes, Prime Contract and Budgets. Sample import spreadsheets provided below are tailored for this type of project.
Import Spreadsheets:
- ImportPrimeContractAndBudgets_ByLocation_2tier_withOwnerCode_Example1.xlsx
- ImportPrimeContractAndBudgets_ByLocation_2tier_withOwnerCode_Example2.xlsx
Related Help Topics:
- Help Topic - Contract Setup Wizard
- Help Topic - Job Cost Codes Overview
- Help Topic - Prime Contract Overview
5. Implementation plan for purchase orders and subcontracts
Since Prime Contracts will be created for each unit, the procurement of materials (ex. drywall) and services (ex. electrical installation) will also have to be done by unit. However, this can be automated using either the 'Copy Procurement' or 'Estimate to Procurement' Wizards.
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6. Implementation plan for labor timecards
Related Help Topics:
- Help Topic - Labor Timecards
- Help Topic - Adding Labor Timecards - Daily
- Help Topic - Adding Labor Timecards - Weekly
- Help Topic - Adding Crew Timecards - Daily
- Help Topic - Import Timecards From Microsoft Excel
- Help Topic - Approving Labor Timecards
7. Implementation plan for preparing client invoice for unit
Prepare a prime invoice for each unit upon completion. If 10 units were completed in the billing period then there would be 10 prime invoices.
When printing out each invoice, be sure to select 'Details By Owner Grouping' as the Format so that the financials are rolled up and not shown by Job Cost Code. Otherwise, use the 'Details by Job Cost Code' as the Format option.
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8. Implementation plan: mark the prime contract approved and closed
After a unit has been completed and invoiced in full, the status of the Prime Contract should be changed to 'Approved and Closed'. This will prevent the contract from being referenced on future changes, expenses and timecards.
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10. Implementation plan: review standard job cost dashboards in Project Analytics
In Project Analytics, there are dashboards available to show financials rolled up by prime contract (ie. unit) and by job cost code for cost tracking.
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