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Creating and Submitting a Contract as a Collaborator

Learn how to create and submit a contract as a collaborator, including instructions and tips to ensure a smooth approval process.

Carmela Flores avatar
Written by Carmela Flores
Updated over 2 months ago

Overview

Learn how collaborators can efficiently create and submit contracts within INGENIOUS.BUILD's Contracts module. This guide walks through the necessary prerequisites, step-by-step creation process, internal and client approval workflows, and final execution, ensuring accurate and streamlined contract management across Owner, Owner's Rep, and General Contractor workspaces.

Prerequisites

You may have already been invited to a Project Contract by your client. To ensure you do not enter duplicative information, first check your Project Contract module to confirm one hasn't already been created and sent to your workspace.

Note: Your permissions as a collaborator may limit what you can do. If you run into any issues or have questions, check with the Project Manager or system admin.

Process

*There may be slight differences from the video above depending on your workspace type.
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Creating a Contract

  1. Navigate to the Project Contracts module.

  2. Click on the '+Add Contract' button to begin creating a new contract.

  3. Select Contract Type (Main Contract or Vendor Contract).

    • Main Contract: This should be the contractual agreement between you and the entity you are providing services.

    • Vendor Contract: This should be the contractual agreement that includes any vendors/trades that will prive goods, services, etc. for the project.
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  4. Enter the Contract Details (Contract Name, Vendor, Project Managers, Contract Type, and Initiation Date and Effective Date). Click Next Step.

  5. On the 'Contract Documents' tab, you will be asked if you have an executed contract.

    If you select 'Yes', you will need to upload the contract document. If 'No', you can proceed and upload it later, but it will be required before the contract can be marked as 'Executed'.

  6. Set up the SoV/WBS (Schedule of Values / Work Breakdown Structure).

    You can either 'Load from Template' to use pre-configured templates or click 'Add Schedule of Values/Work Breakdown Structure' to manually create the line items.

Submitting a Contract

  1. Internal Approval: If a Financial Approval Workflow is configured for contracts in the Project Settings, you will likely need to click 'Submit for Internal Approval' after completing the contract details.

  2. Client Approval (if applicable):


    ​On-System Client: If the client also uses INGENIOUS.BUILD, and the Financial Approval Workflow is set to 'Send to Client', you can use the 'Send to Client' function within the contract module.

    Off-System Client: If the client does not use the platform, the 'Send to Client' option will likely be grayed out. You will need to obtain approval manually (outside the system) and then use the 'Record Client Approval' function. You may need to enter who approved it and confirm by typing 'CONFIRM'.

  3. Execution: The final step is to execute the contract. If you indicated earlier that you had an executed contract and uploaded it, you might be able to directly click 'Mark as Executed'.

By following these steps, collaborators can successfully create, submit, and execute contracts within INGENIOUS.BUILD. Ensuring each stage— from initial setup to final approval—is completed accurately will help streamline the process and maintain project momentum.

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