Sub Agreements-Custom

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  • Subcontractor Agreements set expectations for the performance of subcontractors working on your project.
    • Terms and Conditions
      • “This is how you will behave on my job site”.
    • Scopes of Work
      • “This is how I want the work done on my project”.
  • You have two options for Subcontractor Agreements:
    • Default
      • “Terms and Conditions” and “Scope of Work” items are static.
      • Each phase has “Other” section, which allows customized input. 
      • Three custom phases may be added.
    • Custom
      • All “Terms and Conditions” and “Scope of Work” items are customizable.
      • All section titles are customizable.
      • Five custom phases may be added.
  • Create a Company Template by completing the Company information on the Dashboard and adding information to the Sub List for all subcontractors you regularly employee.
    • Save the app as “Sub Agreement Template”. 
    • Access the app and load the saved template as each new project is initiated, and add the Project information.
  • Set up the app when a project is begun by accessing the app and loading the “Sub Agreement Template”. 
  • To issue each subsequent Subcontractor Agreement, access the app, load the previous saved copy,  issue the Terms and Conditions or the Scope of Work, then save the form.
  • If a subcontractor does not accept the Scope of Work, re-issue the Scope to a new subcontractor.
    • Add the new subcontractor to the “Sub List”.
    • Go to the appropriate phase and reissue the Scope of Work.
  • DO NOT FORGET TO SAVE YOUR WORK EACH TIME YOU ACCESS THE APP.
    • Instructions for saving and reloading the app are available at the “File Management” tab.
  • When saving and renaming the file, especially for the files that are used throughout a project, chose a simple name.
    • In this case, “ProjectName Sub Agreements” will suffice and will be easy to locate in the Project folder.
  • Enter the Company Name and Project ID.  This information is shared throughout the app.
  • Enter the Project Start Date. This is for reference only.
  • “Scopes of Work issued” will track the number of subcontractors who have received and accepted the Scope of Work for their phase. 
  • The Scope of Work Phase section is automatically completed as the Scopes of Work are issued.
    • You will have ready access to the important contact information for all subs on the project.
  • Click on the blue house icon to go to that Scope of Work.
Two sections--
Subcontractor List
  • Enter subcontractor contact information.
  • If you are using the same subs on every project, add all subs to the list and “Save” as a template (see “Hints and Tips” for how to set up a Company Template).
Building Phases
  • Default Building Phases are available.
  • All building phase names are editable.
  • Add new building phases in the green-shaded cells/ These names will be added to the drop-down menus on each Scope of Work.
  • At the “Provided to” dropdown menu, select the Subcontractor Business name.
    • The subcontractor contact information from the “Subcontractor List” will be added to the form.
  • Select the “Phase” of work the subcontractor will perform from the dropdown menu.
  • Enter the date.
  • These are my default Terms and Conditions.
    • Custom Terms and Conditions may be added at the bottom of the document.
      • Access the blank cells and add your own Terms and Conditions to customize for your business.
  • At the “Provided to” dropdown menu, select the Subcontractor Business name.
    • The subcontractor contact information from the “Subcontractor List” will be added to the form.
  • Enter the date.
  • These are my default Scope of Work Acceptable Performance items.
    • Custom Scope of Work items may be added at the bottom of the document.
      • Access the blank cells and add your own Scope of Work items to customize for your business.
  • The house icon in the page banner will return you to the Dashboard.
  • At the bottom left of the form, select “Print”. 
  • Print the form as a PDF, and save the PDF to the Project File.
  • At your email server, send a copy of the Terms and Conditions or the phase Scope of Work PDF to the selected Subcontractor.
  • Along with the custom scope of work items on each page, there are three Custom Pages where you can create custom Scopes of Work. 
  • Access the Custom Pages at the top menu.
  • Change the name of the page to the phase you wish to address. Pages will not display until the Page Name is changed.
  • Add the Scope Of Work Items for this phase.
  • Once the items have been entered, the page will display just as any other page.
  • If the new Scope of Work will be used on every project, save the file as a Template so it can be recalled for use.
File Management
Guidelines

🏅 Create a Business Worth Owning

📶 Integrated step-by-step program using all tools and systems

💡 Two coaching sessions per month

📊 Monthly scorecard to measure the journey

🛠️ Tools: All tools (Chart of Accounts, Cost Codes, BBOS Estimator, Builder Business Model Canvas, SubManager, ClientManager, Policy Handbook, Management Scorecard).

🤝 What we do together:

  • A 180+-day engagement covering financials, estimating, subcontractors, clients, and workforce.
  • Coaching sessions every two weeks to review your real numbers and coach policy implementation.
  • A monthly “Business Health Scorecard” that shows where you are strong and where to strengthen.
  • Focus on building a business system that allows you to:
    • move out of day-to-day management;
    • develop a valuable legacy enterprise; and
    • create a business with significant market value.

💲 Investment: $3,500-$5,000.

🪜 Progression logic:

  • This is the capstone — combining all five prior steps into one system that builds a business worth owning.

🎯Outcome: "Now I control my business, not the other way around."

👷 Manage Your Workforce

👷‍♀️ Put the right people in the right position

📄 Create an Organization Chart and Position Descriptions

📄 Integrate employment policies

🛠️ Tools: OrgChart, Position Descriptions, Company Policy Template

🤝 What we do together:

  • Create a Company organization chart.
  • Create Job Descriptions.
  • Implement employee policy handbook
  • Identify inefficiencies in labor margins.
  • Discover hidden labor costs.

💲 Investment: $1,250-$1,500.

🪜 Progression logic:

  • Labor is usually the last controllable variable — now you are tackling optimization and efficiency.

🎯Outcome: "Now I am in control of the work that must be completed, and my employees understand their positions and accountabilities."

🗣️ Control the Client Relationship

📄 Client log, Change Order system

📄 Notice of Completion, Draw Requests

📄 Communication templates for disputes

🛠️ Tools: ClientManager, Client Contact Log, Initial Specifications, NAHB Residential Construction Guide

🤝 What we do together:

  • Implement a structured client management system.
  • Introduce the Client Contact Log.
  • Provide templates for change order and scope adjustments.
  • Train on reducing disputes and managing client expectations.

💲 Investment: $750-$1,250

🪜 Progression logic:

  • With the business financially stable and risk-protected, control of clients and their expectations ensures smoother operations and fewer profit leaks.

🎯Outcome: "Now I can manage clients and their expectations without projects spinning out of control."

🧯Identify and Manage Risks

🏠 Project Risks:

  • Site Risks – site injuries with no primary insurance coverage.
  • Reputational Risks – You don’t deliver what you promised because your subcontractors were not on the same page.
  • Capacity Risks – You can’t deliver what you promised because you don’t have the organizational structure to support your sales.

🔍 Management Risks:

  • Company Structural Risks – You don’t have the right people in the right positions.
  • Promotional Risks – Your market doesn’t know or care about your products.
  • Competitive Risks – You haven’t differentiated your company, so lowest price is the only way you can compete. 
  • Market Demand Risks – a bad market cycle will cripple or destroy your business.

🛠️ Tools: SubManager, Organizing for Success, Builder Business Model Canvas, Budgeting Forecasts

🤝 What we do together:

  • Implement Terms and Conditions, Scopes of Work, and Inspection Reports for all Subcontractors.
  • Review how you track subcontractor insurance and compliance.
  • Analyze your organizational structure to optimize production capacity.
  • Review your business model.
  • Create “Expected Case”, “Best Case”, and Worst Case” budgeting scenarios.

💲 Investment: $1,000-$1,500

🪜 Progression logic:

  • After financial clarity and profitable estimating, risk management provides the next layer of company stability.

🎯Outcome: "Now I can reduce or transfer risk exposure; identify and appeal to my primary market; and plan for any type of economic environment."

🧮Price with Confidence

🔍 Audit your estimating process

🔎 Review all active projects monthly for budget-to-actual performance

🔍 Debrief every completed project for profitability and work flow

📶 Install a margin-tracking dashboard

🛠️ Tools: BBOS Estimator, Overhead Calculator, Completed Project Profitability Report

🤝 What we do together:

  • Audit your current estimating process.
  • Benchmark your margins against industry and market standards.
  • Optimize estimating margins for maximum profitability.
  • Track true budget-to-actual expenditures.

💲 Investment: $750-$1,250

🪜 Progression logic:

  • Once finances are stable, you can sharpen your pricing to stop leaving money on the table.
  • You’ll know the margin to use to make sure overhead is allocated profitably. 

🎯Outcome: "Now I can bid jobs knowing I'll profit, not just hoping for profit."

💰90-Day Financial Reset

🗄️ Rebuild Chart of Accounts on NAHB Model

🗃️ Rebuild Cost Codes on CSI model

🛠️ Tools: Accounting platform, NAHB Chart of Accounts, CSI Cost Codes, Management Scorecard

🤝 What we do together:

  • Access to your accounting platform is required.
  • Rebuild your Chart of Accounts for project-level profitability.
  • Create and align Cost Codes so estimating, job costing, and reporting all “speak the same language.”
  • One-on-one coaching call every two weeks during the program to interpret your numbers.

💲 Investment: $1,500-$3,000

🪜 Why start here?

  • Without financial clarity, nothing else matters.
  • The reason you are in business is to make a profit. 
  • Do you KNOW if you are doing that?

🎯Outcome: "Now I know if my business is profitable and my business model is sound."

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