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External payment applications
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| Where | Project sidebar Contracts with contractors (Договори с изпълнители) → the self-managed subcontractor's contract → Reports (Отчети) → Record report. Recording page: /projects/{project}/payment-applications/record, then the draft /projects/{project}/payment-applications/{report}/draft. |
|---|---|
| Who can | Your company must be the client of the contract and the owner of the self-managed subcontractor. Reports (Отчети) at Edit (Редакция). Paid plan or trial. |
| Related | Self-managed subcontractors and self-contracts, Recording offers from companies outside BuildColab, Creating and submitting, How a payment application works |
When reports are external
A self-managed subcontractor (самоуправляван изпълнител) is a company record your company created for a subcontractor that will not log in to BuildColab, for example a small crew you deal with by phone. You entered its offer on its behalf and signed its contract on its behalf. See Self-managed subcontractors and self-contracts.
Because nobody on the subcontractor's side uses BuildColab, its payment applications are also kept by you. The contract's Reports panel then shows Record report (Запиши отчет) instead of Create report, and the report is finalized in one step instead of being submitted and approved.
| Topic | Normal report | External report |
|---|---|---|
| Who prepares it | The contractor | You, the client, on the subcontractor's behalf |
| Start button | Create report (Създай отчет) | Record report (Запиши отчет) |
| Closing step | Submit for Approval, then the other side approves | Finalize (Финализирай): approved immediately |
| Counter-proposals, rejection, withdrawal, rounds | Yes | No |
| Open reports at the same time | Several | One |
| Correcting an approved report | Not possible | Void report (Анулирай отчет) on the latest one |
| E-mails | On submit, counter, approve, reject, withdraw, assign | None, except the assignment e-mail to your own colleague |
| Import from Excel, files, remarks, positions outside the contract | Yes | Yes |
| Pull from contractor reports, New from a previous version | Yes | No |
How to record a report
- The Record report (Запиши отчет) button replaces Create report on a self-managed subcontractor's contract.
- A recorded and finalized report shows Approved (Одобрен).
- The icon button Void report (Анулирай отчет) appears only on the latest approved report.
- Open the project and click Contracts with contractors (Договори с изпълнители) in the project sidebar.
- Open the self-managed subcontractor's contract and click Reports (Отчети).
- Click Record report (Запиши отчет). The page shows "Preparing the report…" (Подготвяме отчета…) and then opens the draft. If a draft is already open on this contract, BuildColab opens that draft instead of creating a second one. If it fails: "The report could not be created. Please try again."
- Enter the quantities for the period in the This period (За периода) cells, exactly as reported by the subcontractor. Certify full quantity (Актувай пълното количество), the cap rules and the red over-run marking work as in a normal report. See Creating and submitting.
- Optional: click Import from Excel (Импортирай от Excel) to read the quantities from the subcontractor's spreadsheet.
- Optional: add remarks, attach the subcontractor's signed report or measurement protocol under Files (Файлове), set an Assignee (Отговорник) from your company, and add positions outside the contract. See Positions outside the contract.
- Finalize the report; see the next section. Until then the draft auto-saves, and you can leave and come back through the card's Preview (Прегледай).
Record report is disabled while another report of this contract is waiting for approval ("There is a pending report awaiting approval" / „Има чакащ отчет за одобрение“), and on a fixed-price contract that is fully claimed.
How to finalize a recorded report
- On the draft page, check the total and every quantity.
- Click Finalize (Финализирай).
- The confirmation says "Are you sure you want to finalize this report? It will be approved immediately and this cannot be undone." (Сигурни ли сте, че искате да финализирате отчета? Той ще бъде одобрен веднага и действието е необратимо.) Click Finalize Report (Финализирай отчета).
- The confirmation "Are you sure you want to finalize this report? It will be approved immediately and this cannot be undone."
- Finalize Report (Финализирай отчета) approves the report. Back (Назад) closes the dialog.
Finalize is disabled until the report claims something (a non-zero quantity or a new position) and every new position has a price. On a fixed-price contract that is already fully claimed, a report that only re-bills contracted positions cannot be finalized.
How to void the latest recorded report
Use voiding when a finalized report was wrong, for example when you typed a quantity for the wrong position.
- Open the contract's Reports panel.
- On the card of the latest approved report click the trash icon Void report (Анулирай отчет).
- The confirmation says "Are you sure you want to void the last recorded report? This action is irreversible." (Сигурни ли сте, че искате да анулирате последния записан отчет? Това действие е необратимо.) Click Void report to confirm, or Back (Назад).
- Record a new, correct report.
Limits:
- Only the latest approved report can be voided, so the chain of cumulative quantities stays intact. Void newer reports first.
- A finalized report that added positions to the contract cannot be voided, because those positions are now part of the contract. Remove them through a change order instead. See Change orders and extensions.
- Voiding exists only for self-managed subcontractors. Reports approved between two companies on BuildColab cannot be voided.
Deleting a recorded draft
A recorded report that is still a Draft can be deleted with the trash icon Delete draft (Изтрий чернова) on its card. Deletion is immediate, without a confirmation dialog.
Common questions
Why do I see Record report instead of Create report?
The contract's contractor is a self-managed subcontractor without BuildColab users, so you, the client, keep its reports.
Why is Record report disabled?
Another report on this contract is still waiting for approval ("There is a pending report awaiting approval"), or the fixed-price contract is fully claimed.
Does the subcontractor receive an e-mail when I finalize?
No. External reports send no e-mails to the subcontractor. Give it a copy yourself, for example with Export to Excel.
Can I void an older report?
No. Only the latest approved one. Void the newer reports first if you must go back further.
Why can't I void a report with new positions?
That report added positions to the contract when it was finalized. Voiding it would leave the contract inconsistent, so those positions must be removed through a change order instead.