Subcontract invoices overview

When you create or modify a subcontract invoice, Sage Construction Management checks the vendor’s profile for expired insurance records and displays a warning message in red if any are found.

The subcontract invoice process varies by contract type. Learn more about the subcontract invoice billing methods.

The subcontract invoice order number (not the invoice date or subcontract invoice number) determines previous invoice amounts. Sage Construction Management automatically assigns the next order number when you create a subcontract invoice.

* You can create multiple invoices on the same date, but ensure each one references the correct order number.

Default retainage percentages for work and stored materials are copied from the subcontract but can be updated on the subcontract invoice.

Previous, current, and billed retainage amounts are tracked by job cost code, not at the item level, such as Schedule of Values, subcontract change order (SCO) items, or cost plus items.

Always process billed retainage last. For example, if both Schedule of Values and retainage are billed, enter retainage after all other amounts.

You cannot change the project number after saving a subcontract invoice. If it's incorrect, delete and recreate the transaction.

Only subcontract invoices marked as approved appear in project analytics and can be exported using an AccountingLink utility.

When a subcontract invoice is exported using AccountingLink, subcontract invoices can be automatically locked to prevent further changes or deletion.

When a subcontract invoice is created in the TeamLink portal, email notifications are sent based on the following order of precedence:

• PM Contact on the prime contract or subcontract (internal Sage Construction Management user).

• If not specified, PM Contact in the Internal Stakeholders section of the General Project Information page.

• If still not specified, the first Administrator.

If a contact is not defined at one level, Sage Construction Management moves to the next available option.

Review recent subcontract change orders (SCOs) to ensure they are approved and have a status date earlier than the planned subcontract invoice issue date.

If a workflow rule applies to the subcontract invoice and has already been initiated or approved, you cannot make changes unless you abandon the rule.

If the subcontract invoice has been included in a cost plus prime invoice, you cannot make changes unless you remove it from the prime invoice.

If the subcontract invoice has been exported and Sage Construction Management is configure to lock transactions automatically in Settings () > Company settings > Global settings, only an administrator can temporarily unlock it for non-financial updates.