How to create a subcontract

Creating subcontracts in Planyard allows you to formalize agreements with suppliers and subcontractors directly inside your project. By setting up a subcontract, you connect a company and contact, define payment terms, and link the contract to items in your budget. This ensures that commitments, retention rules, and supporting documents are all tracked in one place. Once submitted, the subcontract becomes part of your budget overview, giving you full visibility into costs and commitments tied to the project.

Steps

1. Open the subcontract section

• Go to your project and click Subcontracts in the top menu.
• If no contracts exist yet, click Create subcontract in the centre of the screen.
• If contracts already exist, click Create subcontract in the top-right corner.

This opens the subcontract creation form.

2. Complete the subcontract form

On this screen, you’ll fill out all contract details in sequence:

1. Contract name – give the contract a descriptive title (e.g. “Subcontract for demolition”).
   • A Contract reference number is generated automatically (project code + “SO” + sequence number).
2. Company – choose a company from the drop-down.
   • To add a new one, click Add new company, fill in the details, and click Create.
3. Contact – under Select supplier/subcontractor contact, choose a person linked to the company.
   • To add a new one, click Add new contact, complete the details, and click Create.
4. Payment terms – enter the number of days allowed for invoices.
5. VAT – add VAT if applicable.
6. Retention (optional) – if enabled, choose one method:
   • Add subcontract retention → set a flat percentage (e.g. 10%) automatically deducted from all claims.
   • Manually book retention → add retention amounts manually per claim or invoice.
7. Budget items – click Select in bulk to open the budget structure.
   • Tick the items the subcontract covers.
   • Each creates a line with name, unit, quantity, unit price, and total.
   • If an item is too generic, use the blue Break down button to add detailed scope items.
8. Documents – upload drawings, specifications, or other supporting files in the file upload section.

Once the form is complete, you’re ready to finalize the subcontract.

3. Submit the subcontract

• Click Submit to finalize.
• If the subcontract value exceeds your revised budget, you’ll be asked whether to update the budget.
• Click Change to let the system automatically align the revised budget with the subcontract value.

The subcontract is created, and you are taken to its overview.

4. Review results

• The Subcontract overview shows all details you entered.
• The Budget now includes a new commitment linked to the subcontracted items.