Contracts
Award the job from the winning quotation — one action creates the contract, creates or links the project, sets its value and terms, and marks the bid and lead won.
Recording the award is the moment a bid becomes a job. The contract holds what was agreed with the client: the value, retention, advance and defect liability period. The project it creates carries those terms into billing.
📷 Screenshot spot — the Award a contract form with a quotation selected, "Create a new project" chosen, and the Terms section filled in
Save as static/img/screenshots/precon-contracts.png and replace this box with 
Award a contract
- Open the winning quotation and click Award contract, or open Commercial › Contracts and click Award contract.
- Under From quotation, check the quotation. Only a Sent or Negotiating quotation that has not been superseded can be awarded — award the latest revision.
- Choose the Project:
- If the bid was already for a project, the award links it.
- Otherwise choose Create a new project and fill in Project name (blank uses the quotation title), Short name, Type, Site address, City, State, State code and Pincode. The state code is the site's — GST place of supply follows it.
- Or choose Link an existing project for the same client — for example one you created earlier to run takeoff.
- Fill in the Terms:
| Field | Notes |
|---|---|
| Title | Blank uses the quotation title |
| Contract type | Item rate, lumpsum, EPC, cost plus or labour only; blank uses the project's |
| Contract value | Blank uses the quotation total |
| Award date | Blank is today |
| Signed | Leave blank if you are working on a letter of intent |
| Start, End | Fill the project's planned dates if it has none |
| Retention %, Advance % | Used by every RA bill |
| Defect liability (months) | The DLP |
| Scope summary | One line describing the work |
- Click Award contract.
What the award does
All of this happens together — if any part fails, none of it is saved:
- The contract is created, numbered like
CON/26-27/0001, as a Draft (awarded, not yet signed). - The project is created or linked. It receives the contract value, contract type, award and signed dates, retention and advance terms, and the contract BOQ. A prospect project moves to Awarded.
- The quotation becomes Won, with "Awarded by contract …" as its outcome.
- The lead linked to the quotation becomes Won and is linked to the client.
- The quotation's BOQ becomes the project's contract BOQ — the bill every RA bill measures against.
RA bills measure against the BOQ the quotation was built from, at the BOQ's rates. Rates you sharpened on the quotation are not copied back. Before you award, make sure the BOQ carries the agreed rates, and approve it so its rates are fixed. If it was never approved, the first RA bill freezes a snapshot of it.
Sign, complete or end a contract
Click a row in the register to open the contract.
| Button | From | Needs |
|---|---|---|
| Mark signed (active) | Draft | A Signed date — record it under Edit terms first |
| Cancel award | Draft | A reason |
| Mark completed | Active | — |
| Terminate | Active | A reason |
| Supersede | Active | A reason |
There is no delete. A cancelled, terminated or superseded contract stays in the register where anyone can find it.
Cancelling an award changes only the contract. The quotation and lead stay Won — neither can be reopened — and the project keeps its awarded values. If the job is not going ahead, cancel the project from its own page as well.
Edit the terms
While a contract is Draft or Active, Edit terms lets you change Title, Contract value, Signed, Start, End, Retention %, Advance %, DLP months, Scope summary and Notes. Changing the contract value needs a written reason. Click Save terms.
The contract records what was agreed. The project carries the terms in force, which RA bills use. Editing the contract does not change the project — an approved change order moves the project's contract value.
You cannot change the client, quotation, project, BOQ or contract type after the award, and a completed, terminated, superseded or cancelled contract cannot be edited at all.
The contract view also shows retention cap, advance recovery, mobilisation advance, LD and escalation. These are not on the award form and cannot be entered in the app yet.
The register
The KPI strip shows Running contracts (draft and active), Order book (their total value), Retention at stake (value × retention %) and On file. Each row shows Retention, Advance and DLP next to the value, so you can answer "what are we holding on this one" without opening it. Use Open the project, Contract BOQ and Awarded quotation in the contract view to jump to the linked records.
Who can do what
| Action | Roles |
|---|---|
| Read contracts | Company Admin, Project Manager, QS / Estimator, Accountant |
| Award, edit terms, change status | Company Admin |
Before you sign, run the tender or contract through the Tender & Contract Analyser to pull out LD, retention, payment terms and escalation clauses.
Related
- Quotations — the bid you award.
- RA bills — billing against the contract BOQ, with retention and advance recovery.
- Project budget — derive the budget from the contract BOQ.