Work plan and subcontract work orders
Plan the site work from your template and the approved estimate, with dates, the critical path and a Gantt. Give carpentry, false ceiling or painting to subcontractors on work orders at their rates. Pay them only on measured work your manager certified, and charge back the snags they caused.
PLANSEvery plan
Why it matters
Carpenters, painters and false ceiling teams are often paid on their own measurements, and snags they caused are fixed by your crew for free. Interior studio tools stop at purchase orders. In SmartMy Interiors a work order comes from the approved estimate at the subcontractor's rate. Running bills are filled only from measurements your manager certified, and never pass the ordered quantity. Retention, advance recovery, tax kept back and snag back-charges are worked out on each bill.
The problem it solves
- A carpenter's bill is paid on the carpenter's own count of shutters.
- Snags caused by a subcontractor are fixed by your crew and never charged back.
- Nobody can say which site activity holds up the handover date.
- Advances to subcontractors are forgotten when the final bill is paid.
How it works
- On the project's Work Plan tab, press Plan from Template. Activities come from your work template. Only the work in the approved estimate comes in, with days from its quantity (a false ceiling at 1 day per 300 ft²).
- A manager presses Schedule: planned dates, float and the critical activities are worked out in working days, leaving out the weekly off and site holidays. Set Baseline keeps the plan to compare later.
- For work given out, open the approved estimate and use Work Order for a Section. Pick the subcontractor and the section (ceiling, electrical, paint, modular installation). A draft work order is made at the subcontract rate.
- Send it for approval. Approved, it is Running. Your people record work measurements with photos, and an Interiors Manager certifies them.
- Make a subcontractor bill and press Fill: certified quantities not billed yet, at the order's rate, plus back-charges from closed snags the subcontractor caused.
- The bill shows retention kept, advance recovered, back-charges and net to pay. Approved, it becomes a draft vendor bill with Accounting.
Everything it does
Work plan
- Ready template Full home: floor protection, civil and plumbing, electrical first fix, false ceiling, first coat, modular installation. Then countertop, fixtures and lights, glass and mirrors, final coat, deep cleaning
- Template lines: code, name, kind of work, days, days per unit, After (codes, such as CEIL+2 for 2 days after), Our Crew or Subcontractor
- Activities: name, group, where, days, Not Before, Comes After with link type and lag, crew or subcontractor, responsible, quantity
- Planned start and finish, float, critical; baseline; actual dates and Late By (days)
- Weekly Off per project (none to start with, Sunday, Friday, Saturday and Sunday, Friday and Saturday) and Site Holidays
- Gantt per project; Import Schedule from MS Project or P6 and Export to MS Project
- Filters Not Done, On Today, Critical, Late; the Onsite Works stage waits for every activity done
Work orders
- Project, subcontractor, trade, work lines (name, where, unit, quantity, rate), retention %, withholding tax % (such as TDS), advance paid and recovery %
- Start, Finish By, terms; insurance and licence valid-until dates
- Statuses: Draft, Waiting for Approval, Running, Closed, Cancelled
- Once billed, quantities cannot be raised; extra work goes on a new work order
Measurements
- Date, measured by, lines with Nos., length, breadth and height, or a quantity typed, and a photo
- Certify: an Interiors Manager only, on a running order; then locked
- Filter To Certify
Running bills
- Fill takes certified quantities not billed before, at the order's rate; This Bill can be lowered
- A bill cannot take the quantity past what was ordered
- Retention kept, advance recovered, withholding, back-charges and net to pay
- Back-charges: closed snags naming the subcontractor under Caused By with a Charge Back amount, added once; or typed lines
- Release Retention on the order after the defects period
- With Accounting: the approved bill becomes a draft vendor bill
Who uses it
Project managerPlans the work, schedules it, sends work orders and approves bills.
Site supervisorSets activities started and done, records measurements with photos.
AccountsChecks net to pay, retention and advances, and posts the vendor bill.
SubcontractorGets the work order and is paid on certified work; has no login.
Where you use it
- Web: the project's Work Plan and Work Orders tabs. Interiors > Projects > Site > Planning > Work Plan, Gantt, Work Orders, Work Measurements. Interiors > Projects > Finance > Billing > Subcontractor Bills
- Configuration: Interiors > Projects > Configuration > Tasks and Plans > Work Templates and Site Holidays
- The SmartMy Interiors Site app: today's activities with % done (built and in testing, not in the app stores yet)
- Not in the apps: work orders, measurements and bills are on the web
- Not built: a page or login for subcontractors
What you control
Settings
- Work templates and their lines; Weekly Off and site holidays
- Per work order: retention %, withholding %, advance and recovery %
- The Subcontract Work Order and Subcontractor Bill approval chains
Approvals
- Subcontract Work Order: an Interiors Manager approves to start with; add levels if you want
- Subcontractor Bill: the same, on the net to pay
- Measurements are certified by an Interiors Manager with Certify, not through a chain
Notifications
- Request Waits for Your Approval: to the approvers of work orders and bills, with a to-do
- No message goes to the subcontractor; send the work order yourself
Questions
Can we pay a carpenter per running foot or per shutter?
Yes. Each work line has its own unit and rate, such as running feet, square feet or pieces.What if the subcontractor did more than ordered?
A measurement can certify more, but a bill cannot pass the ordered quantity. Give the extra work a new work order.How does a snag get charged back?
Name the subcontractor under Caused By on the snag and type the Charge Back. Once the snag is closed, Fill adds it to their next bill on that project, once.Can our own crew do some activities?
Yes. Each activity is done by Our Crew or a Subcontractor; only subcontracted work needs a work order.Which plan has it?
Every plan, Starter included.Related features
PROJECTSSnags, handover sign-off and client billingEvery snag is logged with a photo before and closed only with a photo after. The homeowner signs the handover off on a page with the items, warranties, care guides and keys. It goes only once snags are closed and cleaning and QC are done. The last client bill falls due as the job enters Closure.ESTIMATING AND SELLINGEstimates with rooms as sectionsThe detailed quote, laid out room by room. Modular boxes are priced from your materials, work such as false ceiling or painting comes from your rate library, and other lines are typed. The client approves it on a web page, and each new version tells them what changed.PROJECTSProject stages held by roles, with checksEvery home moves from Site Measurement to Handed Over through stages, each held by a role such as the designer or the site supervisor. A project leaves a stage only when its check passes, for example the measurement sheet approved or every cut list made. The client reads in their app what each stage means.PROJECTSBudgets by OPEX and CAPEXEach interior project gets a budget by cost category, approved before it counts. Purchase orders, subcontractor bills and expenses fill it by themselves, and payment milestone and design fee invoices count as revenue. The project manager is told at 80 % and again over 100 %.ACROSS SMARTMY INTERIORSApproval chainsFee bills, measurements, stage overrides, subcontract work, expenses, budgets and client choices go to the right people in order, set up without code. Every decision is kept with who made it, when and why.PROJECTSChange orders and the daily work logSay the client wants a loft added or a wardrobe dropped after the price is agreed. A change order goes to them as a link to approve. Agreed, the project value and the payments still to come follow. The site team keeps one work log a day with photos, and the client sees it on their feed.
See your next quote on it.
Tell us what you design and build, how many enquiries and jobs you have in a month and how you quote today. We will set up your packages and rates with you and send your first instant quote.