Implementation tips for apartment, condo, or hotel remodeling contractors using estimates and multi-prime contracts
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. Estimates implementation plan
Create Estimates for each model, floor plan, or style.
Project Estimates:
- Floor Plan A
- Floor Plan B
- Floor Plan C
Floor Plan Estimate's Work Breakdown Structure (WBS):
Each Floor Plan Estimate should have a similar WBS where the codes (ex. 01, 02, 03) are identical. Otherwise, the Contract Setup Wizard will create duplicate job cost codes. See examples below.
Example Floor Plan Estimate WBS:
- 01: Electrical
- 02: Plumbing
- 03: Drywall
- 04: Painting
- 05: Flooring
- 06: Cabinets
- 07: Appliances
- 08: Furnishings
Incorrect WBS Coding Example:
Floor Plan A | Estimate WBS --> 01 Electrical
Floor Plan B | Estimate WBS --> 01000 Electrical (should be 01 not 01000)
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5) Implementation Plan - Job Cost Codes, Prime Contract and Original Budgets
Once the Owner releases certain units for renovation or construction, use the Contract Admin Module's Setup Wizard to create Job Cost Codes, Prime Contract, and Budgets for each unit. If there are 100 Units, this wizard will be used 100 times. Be sure to reference the appropriate 'model' estimate when creating the Prime Contract for the unit. It is recommended to have the Bulding/Unit abbreviation be the prime contract number as shown below.
Example Estimate Work Breakdown Structure (WBS) and Project Management Job Cost Code Structure:
The Job Cost Code structure provided below is to convey a method for tracking costs. This structure can be completely modified to fit one's own technique. In this example, a single Owner Grouping Code(i.e. Contract) was created for the purpose of rolling up the Prime Invoice details. There is also an option to print Prime Contract Invoices by Job Cost Code if the client wants a detailed breakdown in which case owner codes would not be needed.
| Order # | Job Cost Code | Description | Quantity | Units | Owner Grouping Code |
| 1 | 01 | Electrical | 1 | LS | Contract |
| 2 | 02 | Plumbing | 1 | LS | Contract |
| 3 | 03 | Drywall | 1 | LS | Contract |
| 4 | 04 | Painting | 1 | LS | Contract |
| 5 | 05 | Flooring | 1 | LS | Contract |
| 6 | 06 | Cabinets | 1 | LS | Contract |
| 7 | 07 | Appliances | 1 | LS | Contract |
| 8 | 08 | Furnishings | 1 | LS | Contract |
Example Prime Contract Numbers:
- Building 1 - Unit 5 --> Prime Contract # B01-U05
- Building 2 - Unit 7 --> Prime Contract # B02-U07
- Building 5 - Unit 10 --> Prime Contract # B05-U10
Example Prime Contracts Structure:
- Prime Contract # B01-U05
- POs | Bills
- Subcontracts | SCOs | Sub Invoices
- Timecards
- Prime Contract # B02-U07
- POs | Bills
- Subcontracts | SCOs | Sub Invoices
- Timecards
- Prime Contract # B05-U10
- POs | Bills
- Subcontracts | SCOs | Sub Invoices
- Timecards
Related Help Topics and Training Videos:
- Help Topic - Contract Setup Wizard
- Help Topic - Job Cost Codes Overview
- Help Topic - Prime Contract Overview
- Training Videos - Contract Administration
6) Implementation Plan - POs and/or 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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7) Implementation Plan - Enter and Approve 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
8) Implementation Plan - Prepare Client/Prime Invoice for Unit
Prepare an 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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9) Implementation Plan - Mark Prime Contract 'Approved and Closed' Upon Completion
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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