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ContractComplete Resources

There are several ways you can get help with ContractComplete.

Can’t find what you’re looking for? Contact us by email or phone, or start a live chat with a ContractComplete representative.

Documentation

We’ve amassed several resources which can help you get started with ContractComplete and answer any questions you might have.

See full documentation list below.

Videos

We have compiled several tutorial videos which demonstrate various tasks that can be accomplished within ContractComplete.

View full collection of tutorial videos.

Blog

Want to keep up to date with what’s happening in the world of ContractComplete? We also post feature announcements there.

Check out our blog.

Overview

ContractComplete is designed to ease the burden of communication between all parties involved in a contract by making sure everyone is on the same page. This begins before the tendering process, and continues all the way to project completion. We are always adding more capabilities and welcome feedback on our product. This article gives a brief overview of how ContractComplete works, and how it fits in to a typical project.

Roles and Permissions

Users in ContractComplete are grouped into “companies”. Users within a particular company can have different permissions and can perform different actions based on the selected permissions and their role in the contracts. Users can be added through the My Company tab, on the User Configuration page by clicking the Add User button. ⚠ Only the Administrator can add or remove the users. For more information about adding users and setting permissions please click here.

Users can have different Prmissions in different Divisions.</small >

Actions/Permissions Administrator Manager Coordinator Resource Viewer

View Contracts ✔ ✔ ✔ ✔

Create new Contracts and Projects ✔ ✔ ✔

Delete Contracts and Projects ✔ ✔ ✔

Invite Bidders to Bid on a Tender ✔ ✔ ✔

Invite Stakeholders to Contribute on a contract ✔ ✔ ✔

Update Items in a contract ✔ ✔ ✔

Upload Documents to a contract ✔ ✔ ✔

Delete Documents from a contract ✔ ✔ ✔

Update Bidding Instructions ✔ ✔ ✔

Start the Tendering Process ✔ ✔ ✔

Submit Bid for a Tender ✔ ✔ ✔

View and Compare Submitted Bids ✔ ✔ ✔

Create a Progress Report ✔ ✔ ✔

Delete a Progress Report ✔ ✔ ✔

Propose a Change to a contract ✔ ✔ ✔

Create a Change Order ✔ ✔ ✔

Edit Vendors and Contacts ✔ ✔ ✔

Create Invoice ✔ ✔ ✔

Remove Bidders from a contract ✔ ✔

Remove Stakeholders from a contract ✔ ✔

Allow Bidders to change their bid ✔ ✔

Award a contract ✔ ✔

Approve a Change Order ✔ ✔

Reject a Change Order ✔ ✔

Add/delete users ✔

View and update payment information ✔

Add/delete divisions ✔

Assign admin rights to other users ✔

Roles
On a given contract, a company can assume any of the following roles. Each role comes with its own set of actions which can be performed. Here’s a brief explanation of each role and some of their permitted actions.

**Developer:**

The “developer” role belongs to the company who owns the project. ContractComplete allows the developer to take a highly involved role in a contract, or take a hands-off approach and delegate the majority of the work to a stakeholder.

Create a project

Add a contract to an existing project (landscaping, paving, electrical, etc)

Select stakeholders and bidders for a particular contract

Design a tender form, upload drawings and documentation, manage the bidding process

Select a contractor (a winning bid) from a list of bidders

Propose change orders

View the progress of an existing contract

**Stakeholder**

The “stakeholder” role can belong to one or more companies assisting with a contract such as engineers or architects. Stakeholders are optional for a contract, and are picked by the developer. Stakeholders can perform many of the same actions that the developer can perform with the exception of a few financially sensitive tasks, such as selecting a winning bid or approving a change order.

Select bidders for a particular contract

Design a tender form, upload drawings and documentation, manage the bidding process

Propose change orders

View the progress of an existing contract

**Bidder**

The “bidder” role belongs to all companies bidding on a particular contract. Bidders can only view a contract during the tendering process. After the tendering process ends, and a winner is selected, the losing bidders will no longer be able to view the contract, and the winning bidder assumes the role of the “contractor”.

Fill in unit prices on a tender form

View drawings and documents uploaded by the developer or a stakeholder

Provide provisional (extra) item unit prices

Upload any signed or unsigned documents required in the tendering process

**Contractor**

The “contractor” role belongs to a single company; the company with the winning bid. After the tendering process, the contractor is provided with the required access to complete the project.

Propose change orders

Update the progress for an existing contract

View and upload drawings and other contract documents.

Contracts
In general, there are two types of contracts in the ContractComplete.

Tender

Regular Tender

Administrator (Primary stakeholder) solo mode

Awarded contracts

Collaborative mode

Contractor solo mode

Administrator (Primary stakeholder) solo mode

In Tenders, the Developer (maybe called as the Owner or the Primary Stakeholder) can award the contract to a bidder after the bidding process. In Tenders in the Post Tender stage the Primary Stakeholder has the option to start the contract as a solo mode. This usually happens when the contractor doesn’t have a ContractComplete account. Several features were added recently to make the tendering process easier, secure and more flexible:

Addendum Builder

Q&A (possibility for the bidders to submit their questions and receive answers)

Negotiation

Allow Resubmission

Manual Bid entry

Reopen Tender

Start work in Solo mode

etc

The awarded contracts can be in Collaborative or Solo mode as well. This also usually happens when one of the parties doesn’t have a ContractComplete account.
Contract Life Cycle

Stage Name Overview

Draft The developer may either pick stakeholders to design the contract, or start designing the contract on their own. When the contract is ready, the stakeholder or the developer can start the bidding process.

Tendering The selected bidders receive a notification telling them that they’ve been selected to bid on a contract. They can now view the contract documents and enter in their unit prices.

Post Tender The developer may view and compare the submitted bids to select a winner. Negotiation and Reopnening Tender features can be used in this stage.

In Progress Work on the contract has started, and new actions can be performed. Change orders, progress reports and invoices become available.

Completed All work has been completed on the contract, and no work remains to be done. The contract will be read-only unless it is re-opened by someone

Roles/Stage Name Draft Tendering Post Tender In Progress Completed

Developer

Select stakeholders & bidders

Configure deadline & commence the bidding process

View/design the tender form and related documents

Make a modification to a document, to the tender form, or change the deadline (bidders will receive a notification for all changes)

Add additional bidders

View a comparison of all bids

Request that a contractor modify their bid (can be used to correct errors)

Pick a winning bid

Propose a change to a contract

Group one or more proposed changes into a change order for approval

Approve or reject a change order created by someone else

Upload and view documents

Re-open a contract

Stakeholders

Configure deadline and commence the bidding process

View/design the tender form and related documents

Make a modification to a document, to the tender form, or change the deadline (bidders will receive a notification for all changes)

Add additional bidders

View a comparison of all bids

Request that a contractor modify their bid (can be used to correct errors)

Pick a winning bid

Propose a change to a contract

Group one or more proposed changes into a change order for approval

Approve or reject a change order created by someone else

Upload/view documents

Re-open a contract

Bidders

N/A (bidders cannot view the contract at this stage)

View or upload relevant documents

Complete the tender form

Submit their bid

Modify their bid, only if the developer or a stakeholder has given them permission to do so

N/A

N/A

Contractor

N/A

N/A

N/A

Create a progress report to track completion of the contract

Propose a change to a contract

Provide unit pricing for items in a change proposed by the developer or a stakeholder

Group one or more proposed changes into a change order for approval

Approve or reject a change order created by someone else

Upload and view documents

Actions/Permissions	Administrator	Manager	Coordinator	Resource Viewer
View Contracts	✔	✔	✔	✔
Create new Contracts and Projects	✔	✔	✔
Delete Contracts and Projects	✔	✔	✔
Invite Bidders to Bid on a Tender	✔	✔	✔
Invite Stakeholders to Contribute on a contract	✔	✔	✔
Update Items in a contract	✔	✔	✔
Upload Documents to a contract	✔	✔	✔
Delete Documents from a contract	✔	✔	✔
Update Bidding Instructions	✔	✔	✔
Start the Tendering Process	✔	✔	✔
Submit Bid for a Tender	✔	✔	✔
View and Compare Submitted Bids	✔	✔	✔
Create a Progress Report	✔	✔	✔
Delete a Progress Report	✔	✔	✔
Propose a Change to a contract	✔	✔	✔
Create a Change Order	✔	✔	✔
Edit Vendors and Contacts	✔	✔	✔
Create Invoice	✔	✔	✔
Remove Bidders from a contract	✔	✔
Remove Stakeholders from a contract	✔	✔
Allow Bidders to change their bid	✔	✔
Award a contract	✔	✔
Approve a Change Order	✔	✔
Reject a Change Order	✔	✔
Add/delete users	✔
View and update payment information	✔
Add/delete divisions	✔
Assign admin rights to other users	✔

Stage Name	Overview
Draft	The developer may either pick stakeholders to design the contract, or start designing the contract on their own. When the contract is ready, the stakeholder or the developer can start the bidding process.
Tendering	The selected bidders receive a notification telling them that they’ve been selected to bid on a contract. They can now view the contract documents and enter in their unit prices.
Post Tender	The developer may view and compare the submitted bids to select a winner. Negotiation and Reopnening Tender features can be used in this stage.
In Progress	Work on the contract has started, and new actions can be performed. Change orders, progress reports and invoices become available.
Completed	All work has been completed on the contract, and no work remains to be done. The contract will be read-only unless it is re-opened by someone

Roles/Stage Name	Draft	Tendering	Post Tender	In Progress	Completed
Developer	Select stakeholders & bidders Configure deadline & commence the bidding process View/design the tender form and related documents	Make a modification to a document, to the tender form, or change the deadline (bidders will receive a notification for all changes) Add additional bidders	View a comparison of all bids Request that a contractor modify their bid (can be used to correct errors) Pick a winning bid	Propose a change to a contract Group one or more proposed changes into a change order for approval Approve or reject a change order created by someone else Upload and view documents	Re-open a contract
Stakeholders	Configure deadline and commence the bidding process View/design the tender form and related documents	Make a modification to a document, to the tender form, or change the deadline (bidders will receive a notification for all changes) Add additional bidders	View a comparison of all bids Request that a contractor modify their bid (can be used to correct errors) Pick a winning bid	Propose a change to a contract Group one or more proposed changes into a change order for approval Approve or reject a change order created by someone else Upload/view documents	Re-open a contract
Bidders	N/A (bidders cannot view the contract at this stage)	View or upload relevant documents Complete the tender form Submit their bid	Modify their bid, only if the developer or a stakeholder has given them permission to do so	N/A	N/A
Contractor	N/A	N/A	N/A	Create a progress report to track completion of the contract Propose a change to a contract Provide unit pricing for items in a change proposed by the developer or a stakeholder Group one or more proposed changes into a change order for approval Approve or reject a change order created by someone else Upload and view documents

My Profile

Based on the name and last name user enters while signing up, a tab will be generated displaying the name and last name. This tab is located at the top right side of the application. Users can find the followings under this tab:

My Profile
Email Settings
Sign Out

My Profile: In the My Profile page user can do the following actions:

Edit job title
Change Password
Edit Social information
Edit name and last name
Upload a new Cover Photo
Upload a new profile picture

Upload a new profile picture: For uploading a new profile photo just click on the circle that displays either a picture or an initial, then upload an image. On the ‘Crop Your Avatar’ window you can move or resize the square to cover the main part of the image. By clicking the “Accept” button the profile photo will be updated. Upload a new Cover Photo: For uploading a new Cover Photo just click the edit sign located on the top left side of the Cover Photo section, then upload an image. On the ‘Crop Your Cover Photo’ window you can move or resize the square to cover the main part of the image. By clicking the “Accept” button the Cover photo will be updated. Edit Profile & Change Password: To edit name, last name, job title, social information and to change the account’s password users can use the ‘Edit Profile’ drop down. On the ‘Edit Profile’ window you will be able to make all these changes. After making a change on one tab the “Accept” button must be clicked, so if you want to make changes on two or more tabs you should make a change on one tab and click the accept button, then go to the other tab make changes and click accept button, and so on.

Note: ContractComplete users can see your profile page but won’t be able to make any changes. On the page, there is a section on the left side that displays your company’s information. If you have permission to edit this section, you can do it by clicking the ‘Profile’ located under the ‘My Company’ tab. For more information about how to change your company’s information click My Company Profile . Email Settings: On this page you can select in which cases an email is required to be sent out to you. You can select all, by checking the top checkbox. After updating your notification preferences click the “Save Preferences” button at the bottom to save your changes. You can also choose to receive a daily reminder email of all selected items or even unsubscribe from all current and future email types by selecting the corresponding checkboxes.

Help

Starting to use a new application can be hard. ContractComplete team has provided several ways to make using the apated on the top right side, whenever you have any questions or issues regarding the app. For more information, click the links below.

Documentation

Documentation explains how the software operates and how it is used. We have attached screenshots and step by step technical information about using the application to make the app easier to use. ContractComplete users can access the Documentation through the Help tab located on the top right side of the web application when they are signed in. The Documentation is also available on the ContractComplete website under the Resources tab.

Help tab

Live Chat

ContractComplete users can access the Live Chat through the Help tab located on the top right side of the web application when they are signed in. So if you are using the app and you have any questions or concerns don’t hesitate to use the Live chat; ContractComplete technical support team will always be happy to help. The Live Chat is also available on the ContractComplete website at the bottom right side.

Contact Us

In case you don’t have time to chat with our technical support team, you can send us an email or give us a call. Help tab includes the Contact Us information. The information can also be reached on the ContractComplete website at the bottom of the page.

Send Feedback

ContractComplete team is constantly developing the app to improve the user experience. We welcome all feedback and suggestions. ContractComplete users can access the Feedback option through the Help tab located on the top right side of the web application when they are signed in. With the help of the feedback function, you can send your suggestions. We welcome bug reports, suggestions and comments to functions in general. A screenshot will automatically be created and appended to your feedback.

Profile

Profile is one of the ‘My Company tab’ menu items. By clicking the Profile, you will see your company’s profile page. ⚠You will only be able to make changes to this page if you have the Administrator permission. For more information about permissions please click here.

My Company tab

Other companies’ users can also see your company profile but in a different format. They can see your company’s information that is displayed at the top and your company’s ‘Company Directory’ that includes your company’s users. Don’t worry, they can’t make any changes.

My Company’s Profile – My View

My Company’s Profile – Other Companies’ view

Edit Company Profile: So if you have Administrator permission and want to update your company’s information you can do it by using the “Edit” button. After making changes on the ‘Edit Company Profile’ window, make sure to click the “Accept” button. The data that is entered on the ‘Edit Company Profile’ window will be your company’s default/main information. In case your company has more than one Division/Office you can add or update your company’s divisions’ information on the User Configuration page.

My Company’s Profile – My View

Edit Company Profile

Company Directory: On the Company directory section you can see your company’s users (who have a ContractComplete account), their email address and job title. Company Settings: If you have Administrator permission, you also can update the followings located on the ‘Company Settings’ section.

Company Icon Image: To update the Company Icon Image, click the “Change” button under the corresponding section and select an image.
Company Letterhead Image: To update the Company Letterhead Image, click the “Change” button under the corresponding section and select an image. You can also click the “Remove” button if you would like to use your company logo as letterhead image.
Company Category: To change your company’s category click the “Change” button under the corresponding section, select one of the provided categories on the ‘Find Industry’ window and click the “Accept” button. By selecting a category for your company, you will make it easier for other companies to find your company using the provided search filters.
Default Currency: To change your company’s default currency click the “Change” button under the corresponding section, select a currency from the drop-down menu, then click the “Save” button. This will be your company’s default/main currency. In case your company has more than one Division/Office, and/or different currencies are used, you can add your company’s divisions and update their information including each division’s used currency, on the User Configuration page.

Find Industry

Set Default Currency

User Configuration

Integrations

Application integration combines and enhances data flows between two separate software applications. It is often used to create a bridge between apps, enabling a wide range of independently designed applications to work together. The “My Company’s Integrations” page displays all the applications that can be used for integrating data.

Procore

Procore is one of the applications that can be used for integration. If your company is using Procore application and you already have a Procore account, you can connect your ContractComplete account to your Procore account. By connecting these two applications you will have the option to import your Procore bid packages into ContractComplete for tendering. You can also export bid results to Procore. You can disconnect these two applications whenever you are willing to do so.

Connecting ContractComplete to Procore

For connecting your ContractComplete account to your Procore account just click the “Connect” button on the Integrations page. You will be redirected to the Procore login page to authorize ContractComplete to access your Procore data. After logging in to your Procore account, the two applications will be connected and you will be able to share data. You can disconnect these two applications whenever you are willing to do so by clicking the “Disconnect” button.

Share data from ContractComplete to Procore After connecting ContractComplete to Procore, if you are willing to share your data with Procore within ContractComplete, you just need to look for buttons with the Procore logo.

Export bid results to Procore: Currently ContractComplete supports exporting bid results to Procore for Consultants (Primary and Additional stakeholders). The mentioned button will be available after a tender’s deadline is passed, in Post Tender stage on the Overview page at the top left side. By clicking the “Export to Procore” button the ‘Select Procore Project’ window will be displayed. Select your company name from the drop down box then select a Project. By clicking the “Accept” button the bid results will be exported to your Procore account, displayed in the selected Project in documents.

Integrations-Export Bid Results

Integrations-Select Procore Project

Contacts

Coming Soon!

Subscriptions

Coming Soon!

Invoices

Estimation

Coming Soon!

My Action Box

Coming Soon!

Contract Setup

In the ContractComplete application based on the contract type 5 stages are provided. The stages will be displayed on the top right side of a contract. This will be displayed on some of the contracts when the user opens them. Click the ContractComplete Overview link for more information.

Draft
Tendering
Post Tender
In Progress
Completed

There are two main types of contracts in ContractComplete Tendered Contracts & Awarded Contracts. A tendered contract is one that has yet to be awarded to a contractor and requires a ContractComplete bidding process. Awarded contracts are those that have already been awarded to a contractor outside of ContractComplete. In these cases, the contract owner, or primary stakeholder has already made a decision on which contractor to use. Those contracts therefore skip the tendering process and proceed immediately to the In Progress capabilities. Overvall, in the ContractComplete the users can create the following Contracts, Tenders & Quotes: ⚠ If you have chosen the solo mode, the Primary Stakeholder or the Contractor can be added anytime you wish to do so.

Awarded contracts

Collaborative mode
Contractor solo mode
Administrator (Primary stakeholder) solo mode

Tenders

Regular Tender
Administrator (Primary stakeholder) solo mode

Quotes

Collaborative mode
Contractor solo mode

Awarded Contracts

The awarded contracts can be created in the Collaborative or Solo mode. Solo mode can be used as the Administrator (Primary Stakeholder) or as the Contractor. The Solo mode usually is used when one of the parties doesn’t have a ContractComplete account. ContractComplete is a flexible application. So don’t worry if you have chosen the solo mode, the Primary Stakeholder or the Contractor can be added anytime you wish to do so. These three types of contracts have some diffrences in their appearances and functions, but most of the pages and functions are the same. More Information is provided in the following links.

Tenders

In Tenders, the Primary Stakeholder can award the contract to a bidder after the bidding process. In Tenders in the Post Tender stage the Primary Stakeholder has the option to start the contract in Administrator Solo mode. This usually happens when the bidder who was selected as the contractor doesn’t have a ContractComplete account. In the Tendering phase a link is provided on the Overview page for the external bidders (bidders who don’t have the ContractComplete account). The Primary Stakeholder can send the link for the external bidders to participate. Bidders can be added in the Draft, Tendering and Post Tendering stages. More Information is provided in Tender. Several features were added recently to make the tendering process easier, secure and more flexible:

Addendum Builder
Q&A (possibility for the bidders to submit their questions and receive answers)
Negotiation
Allow Resubmission
Manual Bid entry
Reopen Tender
Start work in Solo mode
etc

Quotes

The Contractors can create Quotes and email the automatically created quote document to the users of their favorite companies. Contractors can select a Primary Stakeholder and start the contract in the Collaborative mode or choose to proceed in the Solo Contractor mode. The Solo mode usually is used when one of the parties doesn’t have a ContractComplete account. More Information is provided in Quote.

My Bids, Tenders & Quots

My Bids, Tenders & Quotes tab is located on the top left side of the ContractComplete application. Clicking this tab will open the My Bids, Tenders & Quotes page. On this page the users can create Quotes and Tenders using the provided buttons. Tenders and Quotes are displayed on this page:

Quotes (Draft stage)
Tenders (Draft stage)
Tenders (Tendering stage)
Tenders (Post Tender stage)

⚠ In Tenders when the Primary Stakeholder selects a bidder as the contractor and award the tender, the Contract will go to the In Progress stage and will be moved to the My Contracts page. ⚠ In Quotes, after adding a Primary Stakeholder or Commencing the Progress in Solo Contractor mode, the Contract will be moved to the My Contracts page. To Be Continued …

Quote

Coming Soon!

Tender

A tendered contract is one that has yet to be awarded to a contractor and requires a bidding process. For Creating a Tender click the “My Bids, Tenders & Quotes” tab located on the top left side of the ContractComplete page. On the “My Bids, Tenders & Quotes” page two buttons are provided on the top left side.

New Tender
Create Quote

Click the “New Tender” button, then fill in the required fields on the ‘Create Tender’ window. Select Time Zone and Division from their drop down menu.

⚠ Division field may not appear on the Create Tender window if no divisions were added on the “User Configuration” page. If your Company has more than one division, you can add divisions on the User Configuration page located in the “My Company” tab. Please see the User Configuration for more information about the divisions.

After filling the required fields, selecting Time Zone and Division click the Accept button. Now the Tender is created, your company will be the Primary Stakeholder and the Tender will be in the Draft stage.

Next Steps:

Next steps are explained in details in the links below:

Draft

Tendering

Post Tender

Tender Draft stage

New Tender
Create Quote

Click the “New Tender” button, then fill in the required fields on the ‘Create Tender’ window. Select Time Zone and Division from their drop down menu.

Next Steps:

Next steps are explained in details in the links below:

Draft

Tendering

Post Tender

Tendering

The ContractComplete tendering process is designed to be as fair and flexible as possible. It allows stakeholders a basic level of transparency into the process, while at the same time not disclosing details of the Bidders’ submissions before the deadline. Stakeholders may make changes to a tender at any time during the tendering process. A formal addendum process is provided for ensuring that bidders are made aware of these changes. During the tendering process, the followings will be done by the Bidders. Bidders will be given the option to download a checklist that enumerate these items.

Enter unit prices on the Schedule of Prices page (add notes and questions if required)
Enter unit prices and values on the Provisional Items page
Upload any documents requested by the stakeholders
Upload any additional documents the bidder feels are relevant
Submit the bid

For more information click the links below:

Tendering Stakeholder’s View if you are a Stakeholder
Tendering Bidder’s View if you are a Bidder

Tendering-Stakeholder’s Vie

This article covers the tendering process from the perspective of the Stakeholders. If you are a Bidder, you may wish to read the page covering Tendering Bidder’s View.

Commence Bidding

After making changes in the Draft stage, you can start the Tendering stage. In the Draft stage go to the Overview page, set a deadline in the Summary section and click the “Commence Bidding” button. The Tendering stage will start and the bidders will receive an Email and a message in their action box, inviting them to Bid.

If you forgot something in the Draft stage don’t worry, you can make any change you wish to a contract in the tendering phase. Making changes in the schedule of prices, provisional items, documents and bidder instructions pages immediately updates the view that the bidder has of the contract. In the Tendering stage the Stakeholders will see 7 pages same as the following. Please go through the provided tabs to see the detailed explenation of each page.

Overview

On the overview page 7 sections are provided:

- Summar

In the Summary section, Contract Information can be edited. Clicking the “Edit Contract Info” button will open the ‘Edit Contract’ window. Simply make changes and click the save button. In the Tendering stage you won’t be able to change the Time Zone, Division or the Currency.

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ContractComplete Resources

There are several ways you can get help with ContractComplete.

Documentation

See full documentation list below.

Videos

View full collection of tutorial videos.

Blog

Check out our blog.

Overview

Roles and Permissions

Roles

Contracts

Contract Life Cycle

My Profile

Help

Documentation

Live Chat

Contact Us

Send Feedback

Profile

User Configuration

Company Divisions

User Section

Integrations

Procore

Connecting ContractComplete to Procore

Contacts

Subscriptions

Invoices

Estimation

My Action Box

Contract Setup

Awarded Contracts

Tenders

Quotes

My Bids, Tenders & Quots

Quote

Tender

Next Steps:

Tender Draft stage

Next Steps:

Tendering

Tendering-Stakeholder’s Vie

Commence Bidding

Overview

Summar