CIVILVAULT

Workflow Library

Every little thing in CivilVault, written as the task you're trying to get done. Search it, or browse by what you're working on.

Try: change a unit cost · reconcile a GC pay app · adjust a sub's rate · change order after quantities are entered

Most used

Log daily quantitiesEnter what was placed each day, by item. Everything else — progress, earned, pay apps — comes from these entries.Quantities Create your first pay applicationFrom tracked quantities to a finished application in one step.Pay Apps Keep your sell price above the sub's costThe two prices are independent on purpose.Subs Add a change order after quantities were already enteredThe bid item keeps its history; the change order carries the extra.Change Orders Compare an engineer's estimate to your quantitiesSee every line where the engineer's number is not yours, sorted by what it costs you.Estimates Reconcile a GC pay appUpload their estimate, see their numbers against yours, choose what to sync.Estimates Change a unit price after the project is set upBill at a different price than the bid, and what that does to applications already sent.Costs & Rates Create a share linkOne link, only the sections you choose, no account needed on the other end.Share Links Log a locate ticket from the confirmation emailDrop the email in; ticket number, location and clear date are filled for you.811 / Locate Tickets

Quantities 6

Log daily quantitiesEnter what was placed each day, by item. Everything else — progress, earned, pay apps — comes from these entries.Edit or delete an old quantity entryFix a wrong number from last week without touching anything else.Track one item across several streets or phasesSplit a bid item into areas so you can see where the quantity went, while the item itself still rolls up for billing.An item is over 100% of its bid quantityWhat the "over" flag means and the two ways to handle it.Attach jobsite photos to an entryKeep the picture with the quantity it proves.Exclude an item that was never awardedHide alternates and deleted items without losing them.

Pay Apps 8

Create your first pay applicationFrom tracked quantities to a finished application in one step.Mark a pay app submitted or paidStatus drives what the next application deducts.The owner paid a different amount than you billedUse the previous-payments override so the next application starts from what was actually paid.Retainage rules and the release applicationFlat retainage, WisDOT-style retainage on the first half, or none — and how to bill the retainage back.Download the application as PDF or ExcelPDF is what generates by default; the Excel version is the AIA-style form.Change orders on the applicationApproved change orders fill the Change Order Summary and move Line 2.Use your company's pay app formStart from the built-in AIA-style form, or map your own Excel form once and reuse it.Delete and regenerate an applicationWhen the numbers were wrong at generation time.

Subs 5

Add a subcontractor and assign their itemsWhich lines a sub owns, and at what rate.Adjust a subcontractor's rateUse the sub's actual price on their items without touching what you bill the owner.Keep your sell price above the sub's costThe two prices are independent on purpose.Add a sub from their quote PDFDrop the quote; the sub, their total and the items they priced are pre-filled.Import a sub's pay app or invoiceRead their quantities and rates, check them against what they are assigned, and log the entries.

Change Orders 3

Add a change orderNew items, their quantities and prices, and the status that decides whether they count.Add a change order after quantities were already enteredThe bid item keeps its history; the change order carries the extra.Edit or delete a change orderEverything the CO carries goes with it.

Estimates 4

Compare an engineer's estimate to your quantitiesSee every line where the engineer's number is not yours, sorted by what it costs you.Reconcile a GC pay appUpload their estimate, see their numbers against yours, choose what to sync.What syncing a GC quantity actually doesAn adjustment entry, nothing hidden, fully reversible.Unmatched lines on a GC pay appWhat to do with lines the import could not place.

Costs & Rates 3

Change a unit price after the project is set upBill at a different price than the bid, and what that does to applications already sent.What Contract, Earned, Remaining and % Complete meanThe four cards on every project, defined.Remaining is negative or the project shows over 100%It is arithmetic, not a bug — here is what to do about it.

Documents 3

Upload plans, specs and documentsPlan sets, special provisions, submittals — anything the project needs on hand.Locations and work-area mapsA map or sketch per work area, for the people who have to find it.Notes and contactsThe people on the job and the things you need to remember about it.

Schedule 2

Build a project scheduleGroups, tasks, working-day durations and a PDF the owner can read.Keep the GC's schedule with the projectTheir file, next to your schedule, optionally shared.

811 / Locate Tickets 2

Log a locate ticket from the confirmation emailDrop the email in; ticket number, location and clear date are filled for you.What the crew sees for locate ticketsTicket numbers and clear dates where the foreman can find them.

Company / Admin 5

Invite your team and set rolesOwner, Admin / Billing, or PM — what each one can do.Staying signed inKeep me signed in, and when the app asks you to sign in again.Send feedback or report a problemA screenshot of what you are looking at goes with it.Active, substantially complete, retainage collectedMove finished projects off the dashboard without losing them.Company settings and the template libraryThe things that apply to every project.