External Subcontractor Cost - Overview

Modified on Wed, 3 Sep at 12:46 AM

The 'Subcontractor Cost' interface lets you maintain a register of the payments agreed and made to external contractors or workers engaged for specific or special tasks on different dates. This includes specialty contractors, skilled artisans, laborers, workers, and machine operators hired on an ad-hoc basis and not included in the project directory.

You can keep track of payments made to the external subcontractors in two ways:

Direct payments - The 'Paid' screen allows you to enter the amounts you paid directly to the external subcontractors without any initial agreements, at different progress stages, and at different dates. For each payment, the paid amount is deducted from the amount allotted for subcontractor cost for the task in the estimate, and the balance is shown.
Agreements and Due - The 'Unpaid' screen allows you to enter the amounts you agreed to pay the external contractors for their assigned work. Each time you add an entry, the amount is deducted from the amount allotted for subcontractor cost for the task, and the balance is shown. Once the work is completed and you pay the agreed amount, the amount moves to the 'Paid' screen. You can mark the payments made to the external subcontractor from the agreed amount on the 'Unpaid' screen.

You can enter the amount with the details like the payee name, the progress of the task executed by the external contractor/worker, the payment status, also upload attachments like a PDF file of the invoice or the receipt. The details are used for various statistics and key performance indicators, displayed on the dashboards.

The 'Subcontractor Cost' interface

The 'Subcontractor Cost' interface has two screens, namely 'Unpaid' and 'Paid'.

Unpaid - Shows the chronological order of tasks for which agreements were made to the external subcontractors with details of the task and the current amount pending to the respective contractor.
Paid - Shows the chronological order of payments made to subcontractors for the tasks.

Open the subcontractor cost interface

Ensure that you are in the Costs screen, if it is not already opened:
- Click the app launcherand select 'Finance.'
Click 'Costs' on the top
Hover your mouse over 'Subcontractor' on the left and select 'Paid' or 'Unpaid' to open the respective screen

The example below shows the 'Unpaid' screen.

Date - The date of the payment entry.
Task Code - The cost code of the task item for which the expense occurred.
Task Name - The label of the task as in the contractor schedule.
Division Code – The standardized numerical code of the discipline of work as per the CSI MasterFormat. Applicable only if your company's cost codes are inherited from the CSI MasterFormat.
Division Name – The descriptive name of the discipline of work.
Subcontractor - The name of the external subcontractor.
Progress (%) - The completion percentage of the task at the time of the payment entry.
Amount - The amount of money agreed/paid to the external subcontractor.
Balance - The amount remaining under the head 'Subcontractor' for the task in the estimate.

Search, filter and sort options:

Use the 'Search' box located at the top left to find any project using any value from the table as search criteria
Hover over a column header and use the sort icon to sort the table in ascending or descending order of the entries in that column
Right-click the column header and customize the display and order of the columns as you wish
The options at the top right allow you to filter the entries, and manage personalized and customized views of the table. Use the links below to learn more about these:

View Groups and Subtotals

You can get totals and subtotals of numerical data for any selected set of records by grouping and applying nested grouping. Use the icon at the top right to organize the data by column headers.
The system automatically aggregates relevant numerical values, giving a structured breakdown and a clear view of the grand total distribution. See Group and Organize Items in a List View for more details

Download as Excel Sheet

Click the button at the top right to save a local copy of the list in Excel format for sharing and record-keeping. See Download List Views and Logs in Excel Format for more details.

Click the links below to know more about: