Filter contracts by their current stage using the button bar at the top of the Contracts module. Stage buttons display a count of contracts in each stage and can be customized to match your company's workflow.

The Quick Search field allows you to search across multiple contract fields simultaneously. Type any search term to find matching contracts.

Use Advanced Filter to perform complex searches on contract-specific fields that the Quick Search does not handle. Available filter fields include:

Various actions are available from the Contracts list view to create, import, export, and generate reports.

Create and enter the phases to be tracked for the contract. This is optional. Users may assign contract materials to a specific phase if desired.

Assign the approved labor activities to track for the contract. Activities are what the employees will choose when clocking out of the contract. Contract line items and cost codes can be linked to each activity for detailed job costing.

If the contract is subject to Davis-Bacon Act (DBA), a Project Labor Agreement (PLA), or other prevailing wages, select the appropriate wage determinations for the contract on this tab.

Select the "+" icon to add new Attributes (configurable in the Attributes module). Attributes are custom fields that are search and filter friendly.

The Charts panel on the right side of Overview Mode provides a high-level visual summary of contract financials. Each field is a bar comparison showing the relationship between budget, actual, and remaining amounts. Click between the Charts and Figures tabs to switch views.

The Figures tab presents the same data as the Charts panel but as numeric dollar amounts rather than bar comparisons. Switch between Charts and Figures using the tab toggle at the top of the right-side panel.

View all time punches and labor attributed to the contract. Create new punches or clock in from this tab.

Action Buttons

Columns

Record Options ("≡" icon)

View Daily Reports generated in the TRUE Field application or create a new Daily Report. Additionally, generate Safety Talk, Time & Materials, and other field-related reports.

Actions

Columns

Available Report Types

• Daily Report
• Hold Harmless Agreement / Equipment Release
• Near-Miss Report
• Report of Injury
• Safety Talk
• Service Call Site Review and Record
• Time & Materials
• Worksite Evaluation Record and Crew Talk

View, add, and edit Work Tickets associated with the contract record.

View all completed and uncompleted jobsite activities for specific events in the contract.

List View Buttons

Gear Icon Options

Details Section Fields

Sub-sections: Attributes (customizable drop-down fields), Files / Images, Materials Mode, Tasks Mode, Activity Log.

Header Fields

Subcontract Items

Use the "+" icon to add new subcontractor items. Detail the specific work and costs associated with this scope of work.

Footer Totals

The footer of the Selected Subcontractor view shows aggregate totals: Subcontract, Committed, and Bills (with view | new quick links).

Track RFIs, update status, and generate eForms to send to clients. Receive alerts for when RFIs are becoming due.

Columns

"≡" icon Menu

Track Submittals, update status, and generate eForms to send to clients. Receive alerts for when Submittals are becoming due.

Columns

"≡" icon menu options: Create / View Submittal, Select Contact, Upload File, View Files, New Emails, View Emails, Favorite, Delete.

Track change orders for a contract in one easy-to-view list. Change orders created and approved here are automatically added to the Contract/SOV and to Job Costing.

Critical workflow: A change order will only appear in the Overview Charts panel under Change Orders if it is created via Logs → CO Requests → Create Change Order → Approve. Manual line items added in Financial → Contract add to Original Contract instead.

Top Stats

• Change Orders Total — total approved change orders
• Change Order Requests Total — total pending CO requests
• Potential Change Orders Total — total potential CO value

Track Transmittals, update status, and generate eForms to send to clients. Receive alerts for when Transmittals are becoming due.

Columns

"+" icon creates a new Transmittal line item. "Current Transmittal #" counter is shown at top right. "≡" icon menu options: Create / View Transmittal, Select Contact, Upload File, View Files, New Emails, View Emails, Favorite, Delete.

Displays the Contract Schedule of Values, providing a detailed breakdown of the contract's financial structure.

Columns

Additional Features

Manage and track payment requests related to the contract.

Columns

Additional Features

Options Menu (hamburger icon)

Invoicing submode is available for contracts billing via standard invoicing (vs. Pay Applications). Specific column structure and actions for this submode have not been screenshot-verified — refer to the Invoices KB article for invoice-specific workflows.

Releases submode is used to track partial and final lien releases, which are sometimes required to maintain lien rights.

Fields

Notices Section

Displays purchase order items associated with the contract.

Columns

Additional Features

Tracks all expenses related to the contract.

Columns

Additional Features

Manages invoices and bills related to the contract.

Columns

Additional Features

Provides a detailed breakdown of all costs associated with the contract.

Columns

Additional Features

Summary Totals

The bottom of the Job Costing view displays summary totals for different financial aspects of the contract, such as budgeted amount, committed amount, and actual costs.

Notification alerts a user can receive related to Contracts. Configure in Settings → Users / Access → Alerts.

Address and phone searches are not available in the Contracts list view Quick Search for performance reasons. Use the global Search feature instead.

To search by address, phone, or email:

1. Click the Workflow icon in the top navigation bar
2. Select Search
3. Enter your search term (address, phone number, or email)
4. Click Phone / Email / Address to search across all records
5. Or click Contracts to search only within contract records

Create contracts using one of two methods: upgrade from an existing bid (recommended) or create a direct contract entry.

TRUE uses both Contract ID and External ID to help you track contracts using your existing numbering systems.

When to Use Each:

• Contract ID: Keep TRUE's auto-generated ID for internal tracking and consistency
• External ID: Enter your existing job number, client's contract number, or reference from previous systems
• Both IDs are searchable and can be used to find contracts quickly

The jobsite address is important for weather data, labor tracking, and scheduling features. You can set it up during contract creation, add it to an existing contract, or copy it from the client record.

Most companies use TRUE's auto-generated Contract ID for consistency, but you have flexibility to customize the format or use your own numbering system.

The Time Clock toggle controls whether a contract is visible to field workers in TRUE Time and Time Clock applications.

Select the contract type based on how your client requires billing. TRUE supports multiple contract types to match different billing requirements.

Retainage (or retention) is a percentage of each payment held back by the client until project completion, typically 5-10% of each progress payment.

Choose between Contracts and Jobs modules based on project complexity and tracking needs.

The Schedule of Values (SOV) breaks down your total contract value into billable line items. Create it from an upgraded bid or build it manually.

Contract items and cost codes serve different purposes: contract items are how you bill the client, while cost codes are how you track costs internally for analysis and comparison.

Labor line items in the Schedule of Values require entering estimated hours and burden rates for accurate budget tracking.

1. Navigate to Financial tab and click Contract submode
2. Click + icon to add new line item
3. Enter description (e.g., "Field Labor" or "Shop Labor")
4. Enter Sell Price (amount you're billing client for labor)
5. Enter estimated hours (e.g., 176.6 hours)
6. Enter burden rate per hour (e.g., $45/hour)
7. System calculates total budget (hours × rate)
8. Assign labor cost code for tracking (e.g., "Labor-Field" or "Labor-Shop")

Example Calculation:

176.6 hours × $45/hour = $7,947 budgeted labor cost

The CSV template allows you to bulk import multiple SOV line items at once, creating both schedule of values entries and job costing budget records simultaneously.

CSV Template Fields:

Import Workflow:

1. Navigate to contract record
2. Click Financial tab
3. Click gear icon in SOV section
4. Select Download CSV Template
5. Open template file on your computer
6. Fill in SOV line items with material and labor breakdowns
7. Save template file
8. Return to contract Financial tab
9. Click Import Records
10. Select saved CSV file
11. System creates SOV lines and job costing budget records
12. Add cost codes to line items if not included in template

Material and Labor Line Example:

• Line 1 - Glass Material: Value $5,000, Budget Material $3,500
• Line 2 - Install Glass: Value $2,500, Budget Labor $2,000, Hours 100

Removing or combining SOV line items requires careful attention to dependencies. Budget records, Purchase Orders, Bills, and Pay Requests may be linked to SOV line items and must be handled before deletion to maintain data integrity.

Common Scenarios:

• Duplicate Line Items: Remove one by deleting Budget and SOV line item if no records attached
• SOV Reorganization: Combine related items into single line using Change Order method
• Incorrect Line Item: Delete and recreate if no billing history exists
• Client-Requested Changes: Use Change Order method to document restructuring

Job costing tracks actual costs against your budget throughout the project, providing real-time profitability insights.

Automatic Integration:

• Purchase orders automatically create committed records
• Time punches automatically create labor records
• Vendor bills automatically create invoice records
• All data flows automatically to Financial → Job Costing tab

Budget vs. actual cost analysis is available in multiple views within the contract record, from high-level charts to detailed line-item breakdowns.

Navigate to the Contract record, then Financial > Job Costing. Click into the Date field on the line item and input the date. The Date field is located directly beside the Invoiced, Committed, and related fields.

Missing dates on Job Costing lines can cause Pay App sync issues.

When modifying a Job Costing entry, users must clear out the Cost Center, Contract Item, and Type fields if those values are changing. Leaving stale values causes line items to remain associated with the previous cost center while also displaying under the new one, inflating reports.

To audit: navigate to Job Costing, click the Gear icon, select Table View, and sort by Contract Item to verify each Job Costing Type is correctly placed within each Contract Item.

The Contracts Over/Under Report derives figures from Job Costing line items:

• Contract Value and Estimated Costs — sum of sell and budget prices from all Budget line items in Job Costing.
• Invoiced amount — sum of all Pay Requests in the Pay Requests module.
• Actual Costs — sum of all Invoiced and Labor line items in Job Costing.

When a Contract is 100% billed to Contract Value but still shows over/under billing due to cost variance, create a Budget Revision in the Job Costing section so financial percent completion matches 100%.

Navigate to Job Costing, click the green + icon, and add a Budget Revision that aligns the budget with actual costs at closeout.

The term Invoiced appears on two different tabs and refers to two different concepts:

• Contract tab — what has been submitted/billed via Pay Apps (outgoing billings).
• Job Costing tab — bills/costs that have been incurred (incoming costs).

The Budget Type toggle on Job Costing can be set to Invoiced to view costs by invoiced amount. Confusing these two contexts often produces apparent discrepancies in project costing reports.

The WIP Summarized Report and related dashboards use the following formulas:

• Percent Complete = Total Cost / Budget Cost
• Cost to Complete = Budget Costs − Total Cost
• Over/Under Billing = Total Billings − (Contract Value × Percent Complete)
• Gross Profit = Contract Value − Total Cost

To adjust the percent complete, create a Budget Revision in the Job Costing section of the Contract using the green + icon.

Enter historical labor hours during contract setup to capture work performed before implementing TRUE Time tracking.

1. Navigate to contract record and click Options
2. Select Setup
3. Click Labor tab
4. Find the activity (Field, Shop, etc.) in the list
5. Enter hours already worked in historical hours field
6. Enter dollar amount already spent in historical cost field
7. System uses these as starting point and TRUE Time adds going forward

If your company uses a 3rd party time tracking system instead of TRUE Time, enable the Job Costing Hours preference to display manually entered payroll hours throughout TRUE's dashboards and reports instead of showing zero hours from TRUE Time.

When to use this feature:

• Your company uses an external payroll or time tracking system (not TRUE Time)
• You manually enter labor hours in Job Costing for reporting purposes
• Contract Overview charts show zero actual hours despite work being completed
• WIP Reports need to reflect manually entered hours instead of TRUE Time punches
• You want dashboards to display hours from your external payroll system

How to enable Job Costing Hours:

1. Navigate to Settings (gear icon) → Company Preferences
2. Scroll to Contracts section
3. Locate Job Costing Hours checkbox
4. Check the box to enable Job Costing Hours preference
5. Click Save to apply changes company-wide
6. Return to contract records to verify hours now display correctly

Where Job Costing Hours are displayed:

Create change orders to modify contract scope and value. Change orders progress through stages from request to approval.

Change order stages track the approval process from initial discovery through final approval or rejection. Only the "Change Order" stage actually adds to the contract value.

To fully separate a Change Order from a Contract, you must: unassign committed and invoiced costs from the CO, delete the Budget line item for the CO from Job Costing and from the Contracts tab, and delete the Change Order itself.

If only the dollar amount needs adjustment (not full removal), update the sell or budget price directly in the Contracts tab and update the matching Budget line items in Job Costing — no deletion required.

When confirming a Change Order, TRUE allows you to enter any amount — it does not enforce a match with the underlying estimate. If you entered a manual amount on confirmation, the Logs > CO Requests view will show that confirmed amount, while clicking the blue folder icon takes you to the source estimate which may show a different total.

To resolve a mismatch, edit the estimate so the totals align, or re-confirm the change order with the corrected amount.

When you change a change order stage to "Change Order," the system automatically updates the contract to reflect the approved changes.

Automatic Updates:

• New line item added to Schedule of Values (Financial → Contract)
• Budget record created in Job Costing tab
• Contract value increases by change order amount
• Change order description appears on SOV
• Available for billing on next pay application
• Overview charts update to show revised contract value

Create pay requests (applications for payment) to bill your client for completed work. The system guides you through a wizard to calculate amounts.

1. Navigate to contract record
2. Click Financial tab
3. Click Pay Requests submode
4. Click + icon to launch Pay Request Wizard
5. Choose billing method: Percent Complete or Amount
6. Enter completion values for each Schedule of Values line item
7. System automatically calculates retention based on contract settings
8. Review totals and click Confirm
9. Click hamburger menu (≡) and select Application for Payment
10. Generate AIA G702/G703 forms and submit to client

No. TRUE does not allow modifications to a previous Pay App once subsequent Pay Apps have been created — a change to a previous Pay App would not propagate to or update the later ones.

To correct a previous Pay App, the later Pay Apps must be deleted, the previous Pay App corrected (or deleted and recreated), and the subsequent Pay Apps rebuilt.

The Pay Request Wizard offers multiple billing methods. Available methods depend on your contract type - AIA Style contracts offer Percent Complete and Amount, while Fixed Price contracts add a third option for Quantity-based billing.

Configure pay application reminders to ensure timely submission of payment requests to clients. Set the due day for each contract and configure alert timing company-wide.

While most clients accept TRUE's standard AIA forms, some require custom formats. TRUE performs all calculations for you regardless of the form used.

How to Handle Custom Forms:

• Create pay request in TRUE using normal process
• System calculates all amounts, retention, and running totals
• View calculated amounts in pay request detail screen
• Transfer TRUE's calculated numbers to client's required form
• All math is done for you - just fill in their template

The process for billing retainage depends on whether you are using Pay Requests (AIA billing) or standard Invoices.

Pay Requests (AIA Billing):

Use the Bill Retainage batch action to create a separate pay request specifically for releasing retainage at project completion or substantial completion.

1. Navigate to Contracts module and open the contract record.
2. Click Financial tab, then Pay Requests submode.
3. Batch select the pay request(s) you want to bill retainage for.
4. Click Bill Retainage in the segment bar.
5. System creates a new pay request specifically for the retainage amount.

Standard Invoices:

Retainage on a standard invoice is a display-only feature on the customer-facing PDF eForm — it does not create a separate billing record. Use the Bill Retainage checkbox on the invoice record to control what appears on the eForm:

• Unchecked: The eForm shows retainage as a held amount (not yet billed).
• Checked: The eForm includes only the retainage total as the billed amount.
• If a customer pays only the amount less retainage, there will be at least two payments that total to the full invoice amount.

Fixed Price contracts create Invoices rather than Pay Applications, with simplified billing that automatically applies payment terms and tax rates configured during contract setup.

Common Fixed Price Billing Scenarios:

• Milestone Billing: Use Amount method to bill specific amounts upon reaching milestones (e.g., $5,000 at project start, $10,000 at midpoint, $5,000 at completion)
• Progress Billing: Use Percent Complete with Apply to All for simple percentage-based billing (e.g., 50% invoice for all items)
• Unit-Based Billing: Use Quantity method for work billed by units (e.g., $100/linear foot × 50 feet installed = $5,000)
• Lump Sum: Use Percent Complete at 100% to bill entire contract amount in one invoice

Labor activities are what workers select when clocking out in TRUE Time. More detailed activities enable better analysis, productivity tracking, and estimating accuracy.

View all time punches tracked against a contract in the Labor tab. This includes TRUE Time app punches and manual entries.

1. Navigate to contract record
2. Click Labor tab
3. Click Time Card submode
4. View all punches with personnel, date, start/finish times, duration, activity, and notes

Available Information:

• Personnel: Worker who clocked in
• Date: Date of work
• Start/Finish: Clock in and out times
• Duration: Total hours worked
• Activity: Work activity selected at clock out
• Notes: Any notes added by worker or supervisor

Create manual time entries when workers forgot to clock in/out, need to adjust incorrect punches, or track temporary worker time.

1. Navigate to contract record
2. Click Labor tab → Time Card submode
3. Click + icon to add new time punch
4. Select personnel from dropdown
5. Enter date of work
6. Enter start and finish times (or total duration)
7. Select activity performed
8. Add notes explaining manual entry or clarifying work
9. Click Save to create punch

For Temporary Workers:

1. Click hamburger menu (≡) in Time Card tab
2. Select New Temp Worker
3. Enter worker name and basic info
4. Create time punch for them
5. Useful for occasional help without full personnel setup

Enabling time clock access allows workers to punch in/out of the contract using the TRUE Time mobile app. This setting determines which contracts appear in workers' time clock apps.

1. Navigate to contract record
2. Click Options button (top right)
3. Click Setup to access contract configuration
4. Click Labor tab
5. Check the Time Clock checkbox
6. Click Save

What Happens After Enabling:

• Contract appears in TRUE Time app for all workers with time clock access
• Workers can select this contract when punching in
• Default activities automatically load for workers to select during punch-out
• Time entries: Flow to Labor tab → Time Card submode for review

Default activities are pre-configured work types that automatically appear in the TRUE Time app when workers punch out. Activities are linked to cost codes for automatic job costing.

Workers can punch into different types of targets in the TRUE Time app. Each serves a different purpose for time tracking and cost allocation.

Contract (Project-Level):

• Purpose: Track time against specific project/contract
• When to Use: General project work not tied to specific work package
• Example: Worker punches into "ABC Office Building" contract
• Time Allocation: Contract-level labor tracking

Work Ticket (Work Package-Level):

• Purpose: Track time against specific scope within contract
• When to Use: Breaking contract into discrete work packages
• Example: "Fabrication," "Installation," "Closeout" work tickets within contract
• Time Allocation: Work ticket-specific tracking, rolls up to contract

Division (Department-Level):

• Purpose: Track overhead/non-project time by department
• When to Use: Office work, shop work, meetings, training
• Example: Worker punches into "Office" or "Shop" division
• Time Allocation: Overhead cost tracking, not tied to specific contract

Upload contract documents, photos, plans, and files using multiple methods in the Repository tab.

Create reusable folder templates to ensure consistent file organization across all contracts.

Create Template:

1. Navigate to Settings (Gear icon) → Company Preferences → List Templates section
2. Click + to create new template
3. Select type: Files/Folders
4. Name template (e.g., "Contract Folders")
5. Add folder names: Submittals, RFIs, Change Orders, Photos, Contracts, Insurance, Pay Applications, Closeout Documents, etc.
6. Click Save

Apply Template to Contract:

1. Open contract Repository tab
2. Click Folder Templates button
3. Select your template
4. Click Apply
5. All folders created instantly with consistent structure

Email capture allows you to email documents directly into TRUE where they automatically file to the contract repository.

How It Works:

1. Each contract has a unique email capture code
2. Forward or send emails to: [code]@truecapture.com
3. Email body and all attachments automatically upload to contract repository
4. Emails are searchable and organized with contract files

Get Email Capture Code:

• From contract list: Click hamburger menu (≡) → Email Capture
• From repository: Click hamburger (≡) on any file → New Emails
• From Gear menu in Contracts list: Export Email Capture Codes for all contracts

Common Uses:

• Forward client approval emails
• Send pay app confirmations
• File change order correspondence
• Archive important project communications
• Auto-file from field (forward from phone)

Control TRUE Field visibility at multiple levels to share only what field workers need while keeping sensitive documents private.

Create Requests for Information (RFIs) to request clarification from architects, engineers, or clients about design or specification questions.

1. Navigate to contract record
2. Click Logs tab
3. Click RFIs submode
4. Click + icon to create new RFI
5. System auto-generates RFI ID
6. Click date fields to set Sent, Due, and Received dates
7. Contact pre-fills from contract primary contact (change if needed)
8. Enter description (subject of RFI)
9. Add internal notes as needed
10. Click hamburger menu (≡) → Create/View RFI to generate eForm
11. Upload supporting files via Upload File option
12. Send RFI to recipient and track response

Create submittals to submit shop drawings, product data, or material samples to design team for review and approval.

1. Navigate to contract record
2. Click Logs tab
3. Click Submittals submode
4. Click + icon to create new submittal
5. System auto-generates submittal ID
6. Select Stage (Preparing, Submitted, Reviewed, Approved, etc.)
7. Set Sent, Due, and Received dates
8. Enter description of what's being submitted
9. Click hamburger menu (≡) → Create/View Submittal to generate transmittal form
10. Upload shop drawings or product data via Upload File
11. Track approval status through stages

Common Submittal Stages:

• Preparing: Gathering documents from vendors
• Submitted: Sent to architect/engineer
• Reviewed - No Exceptions: Approved as submitted
• Reviewed - Make Corrections: Revisions required
• Approved: Final approval received
• Rejected: Not approved, major changes needed

RFIs, Submittals, and Transmittals serve different purposes in project communication and documentation, though they share common tracking features.

Common Features (All Three):

• Track dates (sent, due, received)
• Link to contacts
• Attach supporting files
• Generate professional eForms
• Email capture integration
• Alert notifications for due dates

Tasks and Milestones track project progress at different levels of detail and serve different management purposes. Use them together for complete project tracking.

Create tasks to assign specific work items to team members with due dates and completion tracking.

1. Navigate to contract record
2. Click Tasks tab
3. Click + icon to create new task
4. Enter task description (what needs to be done)
5. Click Assigned dropdown and select user
6. Set Stage (Not Started, In Progress, Complete)
7. Click Due field and select due date
8. Toggle hardhat icon if task should be visible in TRUE Field
9. System automatically sends alert notification to assigned user
10. Mark complete by clicking checkmark when finished

Track major project phases using milestones displayed in the contract Overview tab. Milestones provide high-level progress visibility.

1. Navigate to contract record
2. View Overview tab
3. Locate Milestones section on right sidebar
4. Click on milestone name to open details
5. Set status (Not Applicable, Not Started, In Progress, Complete, Past Due)
6. Set due date for tracking deadline
7. Add notes for context or details
8. System tracks overdue milestones and displays in notifications

Milestone Statuses:

• Not Applicable: This milestone doesn't apply to this project
• Not Started: Haven't begun this phase yet
• In Progress: Currently working on this milestone
• Complete: Milestone achieved and completed
• Past Due: Missed due date (automatically set by system)

Create reusable task templates to ensure consistent project management and prevent missed steps across contracts.

Create Template:

1. Navigate to Settings (Gear icon) → Company Preferences → List Templates section
2. Click + to create new template
3. Select type: Tasks
4. Name template (e.g., "Contract Tasks")
5. Add task descriptions: Submit bonds, Submit insurance certificates, Order materials, Schedule pre-con meeting, Submit submittals, etc.
6. Click Save

Apply Template to Contract:

1. Open contract Tasks tab
2. Click gear icon (⚙)
3. Select Load Template
4. Choose your task template
5. All tasks created instantly
6. Assign users and set due dates as needed

There are three ways to create a purchase order from a contract. Each method automatically links the PO to the contract for job costing and committed cost tracking.

Method 1: New Button (blank PO)

1. Navigate to the contract record
2. Click the New button
3. Select Purchase Order from the dropdown
4. System automatically links the contract and inherits setup section details (PO text, official name, contract ID)
5. Select vendor, configure settings, add line items
6. Click Send to activate the PO and email it to the vendor

Method 2: Financial Tab → Purchases

1. Navigate to the contract record
2. Click Financial tab
3. Click Purchases (PO Items) submode
4. Click the + icon
5. System opens Purchase Orders module with contract pre-selected as cost center
6. Add items, assign vendor, and click Send

Method 3: Via Materials (batch select)

1. Navigate to the contract record
2. Click View → Materials
3. Select materials to order using checkboxes
4. Click Actions → New PO
5. System creates PO with selected materials automatically linked to the contract

Field workers enter quick purchases and expenses using TRUE Field mobile app or web interface for reimbursement and job costing.

From TRUE Field Mobile App:

1. Open TRUE Field app
2. Navigate to contract
3. Select Expenses or New Expense
4. Take photo of receipt
5. Enter amount and description
6. Select vendor if known
7. Submit for approval

From Web Interface:

1. Navigate to contract record
2. Click Financial tab → Expenses submode
3. Click + icon
4. Enter amount, vendor, description
5. Select buyer (who made purchase)
6. Upload receipt image or PDF
7. Submit for approval

Approval Process:

1. AP reviews expense and receipt
2. Assigns GL code (expense account)
3. Verifies proper cost center
4. Approves expense
5. System pushes to job costing as "Invoice" record

No, GL codes are not required when field workers enter expenses. Accounting staff assigns GL codes during the approval process.

What Field Workers Need to Enter:

• Amount: Dollar amount from receipt
• Vendor: Where purchase was made (optional)
• Description: What was purchased
• Receipt: Photo or scan of receipt
• Contract is pre-selected when entering from contract record

What Accounting Adds Later:

• GL code (expense account)
• Verify cost center assignment
• Additional accounting details
• Approval to process

Vendor bills automatically integrate with job costing, converting committed costs from purchase orders to actual costs when bills are approved.

The standalone Invoices module is located in the Jobs workflow and provides system-wide access to all invoices across contracts and jobs. While individual contracts have invoicing capabilities within their Financial Mode, the standalone module offers comprehensive accounts receivable management, batch operations, and reporting across all invoices in the system.

When to Use Each:

• Use Contract Invoicing when you're already working within a contract and need to bill that specific contract or view its invoicing history
• Use Standalone Invoices Module when you need a comprehensive view of all outstanding invoices, performing accounts receivable management, running aging reports, processing batch operations, or managing QuickBooks synchronization across all invoices

Cost codes track expenses by category and are assigned at the line item level when creating POs from contracts. This enables detailed job costing analysis.

Workflow:

1. Cost code defined in contract
2. When creating PO from contract, select cost code for each line item
3. Each PO line item can have different cost codes
4. Cost codes flow through to bills when created from PO
5. Job costing reports group expenses by cost code

Contract items are line items from the contract that can be selected when creating PO line items to track fulfillment.

1. Create or open PO linked to contract
2. For each line item, select applicable contract item
3. Each PO line item can link to different contract items
4. System tracks which contract items are being fulfilled

Deleting a Contract Item requires that all Job Costing entries linked to that item be deleted first. Contract Item deletion is recorded in the Activity Log for that Contract, including the user who performed the deletion and the timestamp.

Review the Activity Log to investigate missing Contract Items.

Keep the description field of each Contract Item short — ideally just the name of the item. For longer details, use the Notes feature on each line item.

To add a note: navigate to Contract > Financial > Contract tab (SOV Items) > Gear icon > Table View > Notes icon (square with pencil). This keeps drop-down selections clean while preserving additional context.

Warranties are tracked per Client and can be created from any Contract record. Warranties added to a Contract are automatically linked to the associated Client's Warranties mode.

1. Open the Contract record
2. Click the View button and select Warranties
3. Click the green + icon to add a new warranty
4. Fill in Catalog, Description, Vendor, Start, and Expiration
5. The warranty saves automatically and appears on the Client record's Warranties mode

Contract stages are configured in two places: the master list of Stage values lives in the Categories module (Contracts — Stage), and the 7 stages displayed on the green button bar are selected in Company Preferences → Contracts → Stage Labels as numbered dropdowns (1–7) pulling from that Categories list. The Company Preferences section provides a blue Configure "Contracts - Stages" text link that jumps directly to the Categories editor so you don't have to navigate there manually.

Configuring Stage Labels:

1. Click the Gear icon → Company Preferences.
2. Scroll to the Contracts section.
3. Click the blue Configure "Contracts - Stages" text link to open the Categories editor for Contract stages.
4. Add, edit, or reorder the Stage values you want available company-wide.
5. Return to Company Preferences and assign each of the 7 numbered Stage Labels dropdowns (1–7) to the Stage values you want shown on the Contracts button bar.
6. Save your preferences.

Company Preferences for Contracts control default behaviors, automatic settings, and system-wide configurations that apply to all contract records. These settings are configured in Settings → Company Preferences → Contracts section and require administrative access.

Access permissions control which users can perform specific actions within the Contracts module. The Contracts module has 79 distinct access IDs that govern everything from basic module access to specific features like pay requests, change orders, and financial reporting. Contact your system administrator to configure user permissions.

Field labels in Pay Applications can be customized to match your company's terminology using the Language module in Company Preferences. Common customizations include changing "Architect Project Number" to "GC Project Number" or other industry-specific terms.

Steps to customize field labels:

1. Navigate to Settings (Gear icon) → Company Preferences → Language section
2. Type the field name you want to change in the search box (e.g., "project number")
3. Locate the field in the search results (e.g., "Architect Project Number")
4. View the Default Phrase and Default Phrase in English columns
5. Enter your custom term in the appropriate field (e.g., "GC Project Number")
6. Click Update to save the changes
7. Create a new Pay Request to verify the changes appear on the e-form

Common field label customizations for Contracts:

• Architect Project Number → "GC Project Number" or "General Contractor Number"
• Contract → "Agreement" or "Project"
• Pay Application → "Payment Request" or "Progress Billing"
• Schedule of Values → "SOV" or "Contract Items"
• Other industry-specific terminology your company uses

Existing Pay Applications typically retain their original field labels after language changes are made. To apply new labels to existing records, you may need to regenerate the e-form from the template.

How language changes affect records:

To update existing Pay Application labels:

1. Open the existing Pay Application record
2. Navigate to the e-form view
3. Click Options or More menu (≡ icon)
4. Select Regenerate or Regenerate from Template
5. System recreates the e-form with updated field labels

Best practice:

Make language customizations early in your TRUE implementation, ideally during initial setup before creating Contract records. This ensures consistency across all records and avoids the need to regenerate existing e-forms.

The Language module contains hundreds of customizable fields and phrases. Use the search function to quickly locate specific fields you want to customize for the Contracts module.

Search strategies for finding fields:

Common Contracts module fields to customize:

Access to the Contracts module is controlled by user permissions. If you cannot see or access this module:

1. Contact your system administrator
2. Request the Module Access (Contracts) permission (ID #27)
3. Once granted, you'll find the module in the Contracts workflow

The Contracts module has numerous security permissions controlling specific actions. Key permissions include:

The Contracts module has 10 alert types available:

To enable alerts:

1. Navigate to Settings → Users / Access
2. Select the user who should receive alerts
3. Go to the Access tab
4. Find the Contracts section
5. Enable desired alert permissions

To reactivate an archived contract, follow these steps:

1. Navigate to the Contracts module.
2. Use the Active/Archived/Billed filter in Advanced Filter to view archived contracts.
3. Open the archived Contract record you want to reactivate.
4. Click the Options button.
5. Select Edit.
6. Uncheck the Archive checkbox.
7. Save your changes.

Alternative Method - Access via Client Record:

1. Navigate to the Directory workflow → Clients module.
2. Search for and select the Client (or use global search and select Client).
3. In the Client record, click the Options button.
4. Select Show All Counts.
5. Click the Contracts button to view all related contracts, including archived records.
6. Open the archived contract and follow the reactivation steps above.