Field Promax

Contracts & Schedule of Values

Pay applications in FieldPromax begin with a contract. You create a contract from an existing estimate or work order, define your retainage percentage, and the system builds a Schedule of Values (SOV) from the source line items. This guide covers how to create contracts, manage the SOV, add change orders, and control contract status.

Before you start:

  • Have at least one estimate or work order to use as the contract source.
  • Know your retainage percentage (common values are 5% or 10%).

How to Access

Navigate to Pay Applications from the main menu. The page displays contracts organized into three tabs with colored dot indicators:

  • Open (sky blue) — active contracts available for billing.
  • Closed (emerald green) — completed contracts.
  • Cancelled (rose) — contracts that were cancelled.

The grid shows columns for Project #, Name, Source (displayed as a badge: Estimate, WorkOrder, Project, or PO), Reference, Original Sum, Completed, %, Pay Apps (count), Retainage %, and Created. Click a contract name or the View button to open its detail page.

Creating a Contract

  1. Click New Billing at the top of the Pay Applications page.
  2. Select a Source Type from the dropdown — choose Estimate or Work Order.
  3. Choose the specific source record using the searchable dropdown (for estimates) or barcode entry field (for work orders).
  4. Enter the Retainage % if applicable (numeric, in 0.5 increments, between 0 and 100; defaults to 0).
  5. Optionally enter a Contract Name — if you leave this blank, the system generates one automatically from the source.
  6. Click Create Contract.

Result: The contract appears in the Open tab. The system imports the line items from the source record as your Schedule of Values.

Warning: You cannot create a duplicate contract from the same source. If a contract already exists for that estimate or work order, the system displays a validation error.

Contract Detail Page

The contract detail page header displays the Source Type badge (color-coded), Project # and Name, Retainage % with an edit button, Contract Sum, and % Complete. Below the header, two tabs organize the contract data.

Schedule of Values Tab

This tab lists all contract line items in two sections:

  • Original Contract Items — the line items imported from the source record, each showing an item number, description, and scheduled value.
  • Change Orders — additional line items displayed with an amber background and labeled with badges such as CO-01, CO-02, and so on.

When pay applications exist against the contract, additional columns appear: From Previous, This Period, Materials Stored, Total Completed, %, Balance, and Retainage. The bottom of the table shows subtotals for Original Contract, Change Orders, and a Grand Total.

Pay Applications Tab

This tab lists all pay applications created against the contract as expandable accordions. Each accordion header shows the application number, Period To date, a status badge (Draft in gray, Submitted in blue, Approved in green, Paid in green), and an Actions dropdown. Expanding an accordion reveals the G702 summary and G703 line item details inline.

Editing Retainage

  1. On the contract detail page header, click the pencil icon next to the Retainage % value.
  2. Enter the new percentage.
  3. Click Save to confirm, or Cancel to discard the change.

Result: The updated retainage percentage applies to future pay application calculations. The retainage display on the Schedule of Values tab also supports inline editing using the same pencil icon.

Managing Contract Status

Use the Actions dropdown on the contract detail page to change the contract status:

  • Close Contract — available when the contract is Open. Marks the contract as complete.
  • Cancel Contract — available when the contract is Open. Cancels the contract.
  • Reopen Contract — available when the contract is Closed or Cancelled. Returns the contract to Open status for additional billing.
  • Delete Contract — available only when the contract is Open and all pay applications are in Draft status. Permanently removes the contract.

Tip: Set up your Schedule of Values carefully before creating the first pay application. Change orders can be added later through the project detail page by linking an estimate, but modifying original line items after billing has started is more complex.

Next Steps