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Executing a Project Contract

How to execute a project contract based on whether it was already executed externally or is going through approval in INGENIOUS.BUILD.

Written by Cara Alva

Overview

Executing a project contract confirms the commitment in INGENIOUS.BUILD, populates it in the Project Budget as a Committed Cost, and unlocks change orders and invoicing against the contract. The execution path depends on the answer given during contract creation to "Do you have an executed contract?"

Prerequisite

  • The contract must be created with all details confirmed.

  1. If your workspace uses an approval workflow, it must be set up before starting the internal approval flow.

Process

The execution path depends on the answer given to "Do you have an executed contract?" during contract creation.

Path A — If you selected "Yes, I have an executed contract"

The contract has already been approved externally and does not require approval in INGENIOUS.BUILD.

  1. Open the contract.

  2. Click Mark as Executed in the top-right corner.

Path B — If you selected "No, I don't have an executed contract"

The contract goes through internal approval before execution.

  1. Open the contract.

  2. Submit the contract for approval:

    • If an approval workflow is set up, click Submit for Internal Approval. A confirmation dialog opens with the message: "Selecting 'Submit' will notify the first approver within the selected workflow that this original contract is ready for their review and approval." In this dialog you can:

      • Toggle Share With Other Companies — on by default. Turn off if you do not want to share the submission with other companies.

      • Add a note in the Note field.

      • Attach supporting files by dragging into the Drop Files Here area or clicking Browse files from your computer. Accepted formats: PDF, DOC, DOCX, TXT.

      • Click Yes, Submit to send for approval, or Cancel to close without submitting.

    • Otherwise, click Approve.

  3. Once approved, click Execute in the top-right corner to finalize.

For Multisite Projects

If the contract is tied to more than one project site, approve the SoV/WBS for each site:

  1. On the contract, click the SoV/WBS tab.

  2. Use the left-hand panel to switch between sites.

  3. Review the SoV/WBS for each site.

  4. Click Approve SoV/WBS when done.

After Execution

Once executed, the contract's value appears as a Committed Cost in the Original Contract Value column of the Project Budget.

Editable fields after execution

  • Contract Name and Custom ID

  • Vendor Contact (only to another contact within the same vendor company)

  • Assigned Project Managers

  • Initiation and Effective Dates

  • Insurance Requirements

  • Cost Codes tied to WBS 1

  • WBS 2 and WBS 3 details in the SoV/WBS (must be approved once finalized)

  • Additional Attachments

Non-editable fields after execution

  • WBS 1 name and value

  • Total contract value

  • Vendor company

  • Contract type (Standard vs. GMP)

  • Retention rule (can only be adjusted via a retention invoice)

  • Uploaded contract documents. Now that you know how to execute a contract, you can use Contract Changes to make adjustments to them or begin invoicing against them. As a note, all SoV line items created will populate in an Invoice against said contract.

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