Subcontractors

Open this screen in Saral/projects/subcontractors

Everything about a package subcontractor on one job, one menu row per stage of its life: Overview (the firms on the job ranked by their share of the let value, each opening its profile; Inbox, Requests, Directory), Appointment (packages, tender, order and contract, getting ready), Site & quality, Change (CAIs), Payments, Final account and Termination. The QS runs the month here; the commercial manager lets the packages; a project manager reads it. All subcontractors, beside it, is the group-wide register of firms.

You enter

The package register — code, title, trade — or bring it in from the Payment Schedule / a won tender
Per package: start on site, the durations that differ from the default, the tender list (bidder, dates, amount, terms), and the appointment facts once decided — method, order ref, order placed, LOI signed, works on site
Per appointed package: each consent, warranty, bond, guarantee and insurance as requested / received, with expiry, cover and the document on file; the negotiated points on the schedule of amendments
Each month: whether the application came in (received / not applying / no response), their figures and ours
A reason for every line where our figure differs from theirs
Who is on the project: party, package, role and contact details; which SharePoint folder to watch and any placement rule the standard layout lacks
On a package case: whether to open a proposed concern or dismiss it (with a reason), each step with the issued letter or the note that evidences it, and who gave legal advice and when

Saral fills in

Each package's status (planned → tendering → appointed → on site → complete) from the record — tenders, the signed order, the first head count, the PC certificate — and the schedule columns the client sees
The ranking of the firms on the job by their share of the let value, and the flags that lift a smaller firm up the list
The date chain for every package-month and the tracker codes per cell, worked out from the package's terms and today
Linked staff's name, email and site induction from the people record; every file that lands in a watched folder, placed on its record overnight
Each package's performance signals and what we owed the firm; a proposed concern when the signals cross the threshold

It produces

The Schedule of Sub-Contractors for the client (PDF, Excel, email) and the procurement schedule
The subcontract order, letter of intent or contract data — out for signature through Saral Sign
The APP-VAL tracker, the interim valuation PDF and the month's payment or pay-less notice
The project directory in the house layout (Excel, PDF)

From first contact to signed package

1. Onboard the firm, once: On All subcontractors, a firm is onboarded once and used on any project. Search first — a colleague may already have added it. Then either enter it yourself (New subcontractor) or use Send a form: an emailed link where the firm fills in its own details, and the form can also ask for the package particulars and the PQQ. A QS or above reviews the reply and accepts it onto the register. 2. The PQQ: The prequalification questionnaire is answered on that same form. When you add bidders to a package, prequalified firms in its trade are offered first, with a warning when a firm's PQQ is missing or over a year old. 3. Tender the package: On Appointment → Run tender, add the bidders, record each bid and its terms, mark the one you recommend, then Appoint. The other bidders are marked unsuccessful, the subcontract sum comes from the appointed bid, and the firm's profile is linked to the package when exactly one firm on the register matches. 4. Issue the contract: On Appointment → Order & contract, Issue drafts the subcontract order, a letter of intent or the JCT sub-contract particulars in Saral's own wording, filled from the package and the bid. Read it through, then Send for signature through Saral Sign; the firm signs first. 5. Signed: The signed copy is filed in the project file and the order shows as Signed. The firm's profile shows the package and the contract, and later its valuations, notices and payments. 6. Each month: On Payments → Applications each package has three things a month: their application in, our valuation or a pay-less notice out, then their invoice. Requests sends the line-by-line Application for Payment form for them to fill in.

What this group is for

Letting and running every subcontract package on one job, in the order the work happens. The package register is the spine: a package is created (or brought in from the Payment Schedule or a won tender), procured, appointed, watched on site, changed, paid every month and closed — or, rarely, terminated. Each menu row is one stage of that life, over the same packages. The firms themselves — who we have, onboarded once for every job — are on All subcontractors, the Overview's other view.

Who does what

The QS values the month and issues the notice (projects.commercial.manage). The commercial manager lets the packages on Run tender and Order & contract. A project manager or director reads everything and edits nothing. Tasks are written on projects.site.manage.

Directory and Inbox

The directory is the one list of people on the job that every letter, instruction, notice and order reads for its addressee, and the one the site reads for who is inducted. Our own staff are linked to their login, so their name, email and site induction come from the user record and HR Safety each time. Pull contacts brings each firm's commercial and accounts contacts from the subcontractor register and Xero for you to accept. Inbox is the project intake: the watched SharePoint folders are read each night, every file is placed on its record, and a file that matches no rule is listed with the reason — add a rule, or file it by hand, and the next read places it. The same message re-delivered is never counted twice.

Where the figures go

The received claim and our valuation feed the CVR's subcontract cost and the Payment Schedule's package position; an approved subcontract variation lands on the client instruction it follows. The notice PDF and the valuation PDF are filed in the project file. Nothing here posts to Xero — the subcontractor's invoice is a BillScan bill.

Next screen: /projects/subcontractors/packages

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