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ContractComplete Resources
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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.
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- ContractComplete Overview
- My Profile
- Help
- Documentation
- Live Chat
- Send Feedback
- Profile
- User Configuration
- Integrations
- Contacts
- Subscriptions
- Invoices
- Subscriptions
- Estimation
- My Action Box
- Contract Setup
- My Bids, Tenders & Quotes
- Quote
- Tender
- Draft
- Tendering
- Tendering Stakeholder's View
- Tendering-Bidder's View
- Post Tender
- Reopen Tender
- Allow Resubmission
- Manual Bid Entry
- Negotiations
- Awarding a Contract
- My Contracts
- Awarded Collaborative mode
- Draft
- Draft Stakeholder's view
- Draft Contractor's view
- In Progress
- In Progress Stakeholder's view
- In Progress Contractor's view
- Completed
- Awarded Administrator Solo
- Awarded Contractor Solo
- Clone a Contract
- Overview Page
- Bidder/Contractor Selection
- Schedule of Prices
- Importing from Excel
- Smart Importer
- Documents
- Provisional Items
- Qualification Questions
- RFI
- Submittals
- Change Orders Page
- Proposing Changes
- Change Orders
- Progress Reports
- Invoice/Payment Certificate
- Invoicing
- Payment Certificates
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.Actions/Permissions | Administrator | Manager | Coordinator | Resource Viewer |
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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.
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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
- 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
Contract Life Cycle
Stage Name | Overview |
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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 |
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Contractor |
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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: 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
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.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. 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. 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. 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.
User Configuration
Company Divisions
The Administrator can Add, Edit and Remove Divisions on the User configurations page. For Adding a new Division click the “Add Division” button. On the ‘Add a New Division window’ fill in the provided fields then click the “Accept” button. Entering location information is optional. ⚠ The users can change the contract’s currency in the contract’s Draft stage later if needed based on their roles and permissions. Clicking the Recycle icon will remove the existing division. When a user creates a contract he/she can select a division for the contract. By deleting a division, existing contracts that are part of the deleted division will automatically be moved to the default division. By clicking the Pencil icon, the administrator can edit the division.User Section
On the User configuration page, the Administrator can Add or Delete users, view user information, view user’s permissions and edit their permissions. After signing up in ContractComplete, each company can create only one free contract. The administrators can add as many as users they want before creating their second contract. But after creating the free contract they have to upgrade their plan and pay for the previously added users to be able to continue creating contracts. The Administrators can Upgrade their Plan in the Subscriptions page through the “My Company” tab. For more information about the pricing please click here. After Upgrading the Plan and paying for the previously added users, the Administrator have to first increase the number of the users on the Subscription page by clicking the “Change link” and then he will be able to add new users on the User Configuration page. Note: Provided messages will help you throughout the ContarctComplete. Don’t worry you can delete users at any time and update their number on the Subscriptions page. Now for adding a new user click the “Add user” button on the User Configuration page. On the ‘Account Invite’ window enter Name, Last Name and the user’s email address then click the “Next” button. On the ‘Edit User Permissions’ window select one of the four provided permissions for the added user.-
- For giving the User Administrator Permission make sure the Administrator check box is checked.
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- For selecting other Permissions, first uncheck the Administrator checkbox. Now click on one of the divisions on the left side, then select a Permission. Each user can have the same or different permission in different divisions. (e.g a user can have the Manager Permission in Division A and at the same time be only a Resource Viewer in Division B).Click the “Accept” button to finish adding the user.
- Click the Plus sign for each permission to see the permitted actions. Other than the listed actions, the Administrator can add/delete users, view and update payment information, add/delete divisions and assign admin rights to other users.
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.
Contacts
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
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: ⚠ 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.
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
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.
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
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
- 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.
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.
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.- Overview
- Schedule of Prices
- Documents
- Provisional Items
- Qualification Questions
- Bidder Instructions
- Addendum Builder
Overview
On the overview page 7 sections are provided:-
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Summar
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