Add a Subcontractor SOV to a Commitment as an Invoice Contact

Objective

To add a Subcontractor Schedule of Values (SSOV) to a purchase order or subcontract.

Background

In Procore, the 'Subcontractor SOV' tab is enabled on the Commitments tool by default. This tab provides your downstream contractors with a way to provide a detailed breakdown of specific work items on a commitment. This breakdown is entered by your contractors on a separate tab—to ensure the committed amounts on each line item on the subcontract's general 'Schedule of Values' tab remains consistent with the approved agreement.

Example

Let's assume you are a general contractor and have a subcontract with 'ABC Concrete'. Before your company will approve payment for work items on that subcontract, you want the subcontractor to provide a line item breakdown of each cost code/cost type combination to describe their costs in more detail.

To do this, you can have Procore send an email notification to the designated 'Invoice Contact' on the commitment. This email asks their company to complete the Subcontractor SOV. After the subcontractor adds their detailed line item breakdown to demonstrate their labour costs, materials or other costs associated with the work items, they can then submit the completed data entry back for your review.

Things to Consider

Required User Permissions:
- To add a line item to the Subcontractor SOV tab of any contract, 'Admin' level permissions on the project's Commitments tool.
- To add a line item to the Subcontractor SOV tab of a specific contract, 'Read Only' level permissions or higher if the user is also the designated invoice contact on the purchase order or subcontract. To learn more, see What is an invoice contact?
- To add a line item to the Subcontractor SOV tab when a contract is not marked 'Private,' 'Read Only' or 'Standard' level permissions on the project's Commitments tool with the 'Create Purchase Order' granular permission and/or 'Create Subcontract' granular permission enabled on your permissions template.
- To add a line item to the Subcontractor SOV tab when a contract is marked 'Private,' 'Standard' level permissions on the project's Commitments tool and added as an 'Invoice Contact' and as member 'Private' drop-down list with the 'Allow Users to See SOV Items' check box enabled on the purchase order or subcontract. For details, see Create a Purchase Order or Create a Subcontract.
Limitations:
- The Subcontractor SOV tab is only supported by the Amount Based accounting method. It is not supported by the Unit-Quantity based accounting method. See How do I set the accounting method for a commitment or prime contract?
- Only the detail line items added on the Subcontractor SOV tab will carry over to the invoice.
Additional Information:
- You must add line items to the Subcontractor SOV before you create subcontractor invoices for the purchase order or subcontract.
For companies using the ERP Integrations tool: Show/Hide
- The Subcontractor SOV in Procore detailed below does NOT sync with the integrated ERP system.
- Only the general SOV on the commitment in Procore is synced with the integrated ERP system. See Add a Line Item to a Commitment's Schedule of Values.

Prerequisites

Navigate to the Subcontractor SOV

There are several ways to navigate to the Subcontractor SOV:

From an email invite
If you have been designated as an 'invoice contact' (see Add Invoice Contacts to a Purchase Order or Subcontract), your general contractor may send you an email invitation to submit a subcontractor SOV. Open that message and click the Go to Procore button. If you are not logged into Procore at that time, you will be prompted to enter you login credentials. After logging in, the Subcontractor SOV tab for the purchase order or subcontract will be opened in edit more.
From the project's Commitments tool
If your Procore user account has been granted 'Read Only' or 'Standard' permission on the Commitments tool, you can also log into Procore and follow these steps:
1. Navigate to the project's Commitments tool.
2. Click the Contracts tab.
3. Locate the purchase order or subcontract to work with and click the Number link.
4. Click the Subcontractor SOV tab.
From the project's Invoicing tool
If your Procore user account has been granted 'Admin' permissions on the project's Commitments tool, you have permission to use the Invoicing tool. Follow these steps:
1. Navigate to the project's Invoicing tool.
2. Click the Subcontractor tab.
3. Locate the commitment to work with and click its link.
4. Click the Subcontractor SOV tab.

Once you have located the Subcontractor SOV tab, continue with the next step.

Add Line Items to the Subcontractor SOV

Click the Subcontractor SOV tab.
In the 'Subcontractor SOV' tab, click the Edit button.
For each item on the 'Subcontractor SOV' tab, you must add new line items to provide a detailed breakdown of how the 'Remaining to Allocate' amount will be allocated:
1. For each line item that you have to allocate, do the following.
  1. Click Add Line.
  2. In the new line item, enter a description of the task performed or item cost.
  3. In the Amount box, enter the dollar amount for the line item.
  4. Continue adding line items until the 'Remaining To Allocate' value is $0.00.
  5. Repeat the above steps to provide a detailed line-item breakdown for every budget code listed on the Subcontractor SOV. See What is a budget code?
2. When you have completed allocating all of the line items and the 'Remaining to Allocate' amount reads $0.00, you can click Submit.
  Notes
  - The Submit button is dimmed and unavailable until the Remaining to Allocate fields in the Subcontractor SOV all read $0.00.
  - After you click the button, Procore changes the status of the Subcontractor SOV to Under Review.
  - You will NOT be able to edit your submission unless the contractor changes the status of the Subcontractor SOV to Revise & Resubmit.