The Setup Card, accessed via the Options button, provides comprehensive contract configuration options including billing preferences, retention settings, change order workflows, and module integrations. This is the primary location for configuring how the contract operates throughout its lifecycle.

Standard invoicing for contracts without AIA-style payment requests. Create invoices, track payments, and manage accounts receivable for contract work.

1. Navigate to the Bid record you want to upgrade
2. Click Options button
3. Select Upgrade to Contract
4. System automatically creates contract with all bid data populated
5. Schedule of values auto-populated from bid items
6. Budget auto-created from bid estimate
7. Client and contact information carried over

1. Click Contracts in top navigation
2. Click + icon to create new contract
3. System opens Contract Setup screen
4. Enter contract name and details
5. Select client and primary contact
6. Choose contract type (AIA Style, Fixed Price, etc.)
7. Add jobsite address
8. Navigate to Financial tab to manually build Schedule of Values
9. Enter budget and cost estimates for each line item

1. Navigate to contract record and click Options button
2. Select Setup
3. Locate Addresses section and click + icon
4. Click New to create address
5. Enter street address
6. Enter zip code and click Autofill to populate city and state
7. System captures latitude and longitude automatically
8. Click Done to save address
9. Mark address as primary and jobsite using checkmarks

1. Open the contract record you want to update
2. Click Options and select Setup
3. In Addresses section, click existing address to edit or click + to add new
4. Update address details as needed
5. Click Done to save changes
6. Ensure correct address is marked as primary and jobsite

1. Navigate to contract and click Options then Setup
2. In Addresses section, click + icon
3. Instead of New, select from dropdown to copy address from linked client
4. Selected address automatically populates all fields
5. Click Done to save
6. Mark as primary and jobsite as needed

Keep TRUE's auto-generated Contract ID for internal tracking and use External ID for custom numbering.

• TRUE automatically generates Contract ID (e.g., C22-001) for consistency
• Use External ID field for your existing numbering system or client's contract number
• Both IDs are searchable throughout TRUE
• Check Display option for External ID if you want it shown instead of Contract ID
• This approach maintains database integrity while supporting legacy numbering

Customize the Contract ID format in Company Preferences to match your numbering standards.

1. Navigate to Company Preferences
2. Locate contract ID format settings
3. Configure format to match your company standards (prefix, year, sequential numbering, etc.)
4. Save preferences to apply to all new contracts
5. Existing contracts retain their original IDs

When Time Clock is ON:

• Contract appears in TRUE Time mobile app for workers to clock in
• Contract visible in web-based Time Clock
• Workers can track time against this contract

When Time Clock is OFF:

• Contract hidden from field workers' time tracking apps
• Reduces clutter in worker interface
• Use for inactive or completed contracts

1. Navigate to the contract record
2. Click Options button in header
3. Select Setup
4. Locate Time Clock toggle in settings
5. Toggle ON for active contracts requiring time tracking
6. Toggle OFF to hide contract from field workers
7. Changes take effect immediately in TRUE Time apps

Most common for commercial construction. Use when you have a schedule of values, progress billing, retention requirements, and need to generate AIA G702/G703 forms.

• Supports schedule of values (SOV) with line items
• Auto-calculates retention based on your settings
• Generates standard AIA G702/G703 payment application forms
• Tracks stored materials separately
• Handles change orders with cumulative tracking
• Best for projects requiring detailed progress billing documentation

Lump sum contracts or installment billing. Use for simpler invoicing without retention tracking.

• Simple invoicing without complex retention calculations
• Good for time and materials work
• Ideal for smaller projects with straightforward billing
• Supports milestone-based payments
• No retention tracking required

Fixed price contracts that require retention tracking but don't use AIA forms. Combines fixed price simplicity with retention management.

• Tracks retention percentages on invoices
• Does not generate AIA forms
• Good for contracts with simple retention requirements
• Easier to manage than full AIA workflow
• Suitable for clients who require retention but not AIA documentation

Revenue recognized at delivery rather than progress. Still uses schedule of values but creates invoices instead of pay applications.

• Invoice created when materials or work delivered
• Uses schedule of values for organization
• No progress billing or retention tracking
• Good for supply contracts or delivery-based projects
• Revenue recorded at point of delivery

1. Navigate to contract record and click Options
2. Select Setup
3. Choose AIA Style as contract type
4. Enter retainage percentage in Retainage for Work field (e.g., 10%)
5. Optionally enable Retainage for Stored Materials if applicable
6. System automatically calculates retention on all pay applications

• Set once during contract setup and applies to all pay requests
• Automatically deducted from each progress payment
• Tracks cumulative retention balance throughout project
• Separate tracking for work completed vs stored materials
• Retention amount shown on G702/G703 forms
• Usually released at substantial completion or final payment

Choose Contracts for complex projects requiring detailed tracking and formal billing processes.

• Projects requiring schedule of values
• Detailed job costing and budget tracking
• Progress billing with retention
• AIA-style payment applications
• Change order management
• Complex projects with multiple phases
• Document management (RFIs, submittals, transmittals)
• Long-term projects requiring comprehensive tracking

Choose Jobs for straightforward work with simpler billing and tracking needs.

• Simple service work or repairs
• Quick turnaround projects
• Straightforward invoicing without retention
• Time and materials work
• Small dollar amount work
• Projects without detailed cost tracking needs
• Simpler workflow: quote to work to invoice to done

When you upgrade a bid to a contract, the SOV is automatically created from bid items. All descriptions, quantities, and pricing transfer automatically with minimal manual work required.

1. Navigate to contract record
2. Click Financial tab
3. Click Contract submode
4. Click + icon to add line item
5. Enter Description (how it appears on client invoices)
6. Enter Sell Price (billable amount to client)
7. Enter Budget (your anticipated cost)
8. For labor items: enter estimated hours and burden rate
9. Assign cost codes for internal tracking (optional but recommended)

Contract items define how you bill the client. They appear on invoices, pay applications, and G702/G703 forms.

• Purpose: Billing structure for client-facing documents
• Dictated by: Client requirements or contract format
• Visibility: Appears on all client invoices and payment applications
• Structure: May need breakdown by floor, building, phase, or area
• Example: "Storefront - Building 1", "Storefront - Building 2", "Storefront - Building 3"
• Varies by project based on client needs

Cost codes define how you track costs internally. They enable consistent analysis and comparison across all projects.

• Purpose: Internal cost tracking and analysis
• Dictated by: Your internal tracking and reporting needs
• Visibility: Internal only - never visible to client
• Structure: Consistent across all projects for apples-to-apples comparison
• Example: All three contract items above use the same cost code "Storefront"
• Benefit: Answer "How do we perform on storefront work across all projects?"
• Configured in Categories module under Cost Codes option

Multiple locations provide budget vs. actual analysis depending on detail needed.

• Overview Tab - Charts: Visual comparison of contract value, budget, costs, and profit margins
• Overview Tab - Figures: Running totals for payroll, vendor bills, committed amounts
• Financial Tab - Job Costing: Detailed transaction-level breakdown by contract item
• Click refresh icon (↻) in Overview tab after entering costs to update data

Key columns in Financial Tab - Contract (SOV) view:

• Value: Sell price to client (what you're billing)
• Budget: Estimated cost to complete work
• Committed: Purchase order amounts not yet billed
• Costs: Actual costs incurred (labor payroll, vendor bills)
• Cost to Complete: Budget minus actual costs (remaining budget)
• Margin: Value minus all costs (projected profit)

Use Job Costing view to identify and address budget variances:

1. Navigate to Financial tab and select Job Costing submode
2. Compare Budget column against Costs column for each contract item
3. Look for negative Cost to Complete values indicating budget overruns
4. Filter by cost code to analyze performance across similar work types
5. Review Type column to see if costs are budgeted, committed, or actual
6. Use filters to isolate approved vs unapproved change orders affecting variance

After enabling the Job Costing Hours preference, enter hours manually in Job Costing for accurate reporting:

1. Navigate to contract record
2. Click Financial tab → Job Costing submode
3. Click + icon to create new Job Costing entry
4. Select Type as Labor
5. Choose appropriate Cost Code or Contract Item
6. Enter Hours from your external payroll system
7. Enter Dollar Amount for labor cost
8. Add Notes to document source (e.g., "Week ending 10/20/2025 - External Payroll")
9. Click Save to create entry
10. Refresh Overview tab charts to see updated actual hours

Understanding the difference:

Why this preference is necessary:

Without the Job Costing Hours preference enabled, TRUE defaults to displaying TRUE Time hours. If your company doesn't use TRUE Time, all hour-based charts and reports will show zero hours even if you manually enter labor in Job Costing. Enabling this preference tells TRUE to use your manually entered hours instead of looking for TRUE Time punches.

Step 1: Create CO Request:

1. Navigate to contract record
2. Click Logs tab
3. Click CO Requests submode
4. Click green + icon (along right side of screen)
5. System creates CO with default Stage of "Hold"
6. Enter description that will appear on Schedule of Values

Step 2: Build CO Estimate:

1. Click hamburger menu (≡ icon) on the CO request
2. Select Create/View CO Request
3. Navigate to Estimate tab
4. Click + icon to add line items
5. Add scope of work as separate line items with cost/pricing information
6. System calculates total change order value

Step 3: Generate eForm for Client:

1. Navigate to Overview tab of the CO
2. Click Select eForm option
3. System generates eForm for delivery to client
4. Send eForm to client for review and approval

Step 4: Approve CO (when client approves):

1. Return to Logs module → CO Requests
2. Click on the Stage field (currently shows "Hold")
3. Update stage to Change Order
4. System automatically adds CO to Schedule of Values
5. Budget line items created in Job Costing for billing/budget tracking

1. Navigate to contract record
2. Click Financial tab
3. Click Contract submode
4. Click green + icon
5. Select Change Order from dropdown options
6. System creates CO with default stage of "Hold" and redirects to CO Requests
7. Follow Steps 2-4 from Method 1 above to complete the change order process

Initial creation stage. Use this stage for internal review and pricing development before submitting to client.

• Change order created but not ready to submit
• Internal pricing and scope development in progress
• Team reviewing feasibility and costs
• Does not affect contract value
• Not visible to client

Something discovered that might require a change order. Use when field conditions or client requests may lead to additional work.

• Identifies potential scope changes before formal pricing
• Pricing being developed but not yet requested from client
• May still be under discussion with client
• Does not affect contract value
• Allows tracking of pending items before formal submission

Formally submitted to client for approval. Use when proposal has been sent and you're awaiting client decision.

• Official proposal sent to client
• Pricing finalized and documented
• Awaiting client signature or approval
• Does not affect contract value until approved
• Tracks all submitted requests pending client response

Client has approved the change order. This is the only stage that modifies the contract.

• Adds to contract value: Increases total contract amount
• Creates SOV line item: New line added to Schedule of Values
• Adds budget records: Updates job costing with new budget
• Available for billing: Can be included in next pay application
• Updates overview charts: Revised contract value reflected in dashboards
• Permanent change to contract scope and value

Client declined the change order. Use for documentation and historical reference.

• Client formally declined the request
• Does not affect contract value or budget
• Archived for reference and documentation purposes
• Maintains record of all proposals submitted
• Useful for tracking why certain work was not performed

Enter percentage done per line item. System automatically calculates dollar amount based on the percentage you enter.

• Enter percentage (e.g., 75% complete)
• System calculates dollar amount automatically
• Easier for estimating overall completion
• Good for progress billing based on visual inspection
• Best when work completion is primary metric
• Available for: AIA Style, Fixed Price, Fixed with Retention
• Common for field-based assessment of work progress

Enter exact dollar amount to bill per line item. System automatically calculates percentage based on the amount you enter.

• Enter specific dollar amount to bill
• System calculates percentage automatically
• More precise when you know specific billing amounts
• Better for partial shipments or staged deliveries
• Useful when billing exact quantities delivered
• Good for time and materials billing
• Available for: AIA Style, Fixed Price, Fixed with Retention
• You can toggle between methods in the wizard as needed

Enter quantity completed for unit-based billing. System calculates amount based on unit price × quantity entered.

• Enter quantity completed (e.g., 50 linear feet installed)
• System multiplies quantity by unit price from Schedule of Values
• Best for unit-based work (linear footage, square footage, item counts)
• Ideal for material deliveries or installation work billed by unit
• Available for: Fixed Price contracts only
• Example: 100 LF fence at $50/LF → Bill 25 LF = $1,250 invoice

Configure when pay applications are due for each specific contract.

1. Navigate to contract record
2. In Overview tab or during setup, locate Pay App Alert Day field
3. Enter day of month pay apps are due (e.g., 25 for the 25th)
4. Save changes
5. Due date applies to every monthly billing cycle for this contract

Set how many days in advance you want to receive reminders before pay app due dates.

1. Navigate to Company Preferences
2. Click Alerts section
3. Locate Pay Request Alert Days setting
4. Enter number of days before due date to receive alert (e.g., 5 days)
5. System automatically sends notifications to assigned users
6. Setting applies to all contracts company-wide

1. Navigate to contract record
2. Click Options button → Setup
3. Under Billing Configuration, verify Invoicing Type is set to Fixed Price
4. Configure Payment Terms (Net 30, Due on Receipt, etc.)
5. Set Tax Rate to apply to all invoices for this contract
6. Optional: Check Tax Exempt if applicable for this client/project
7. Click Back or Save to return to contract

1. From contract record, click Financial tab
2. Click Invoicing submode (not Pay Requests)
3. Click + icon to launch Pay Request Wizard
4. Choose billing method: Percent Complete, Amount, or Quantity (see FAQ 6.2 for detailed comparison)
5. Enter completion values, amounts, or quantities for each Schedule of Values line item
6. Use Apply to All feature to set same percentage across all items if applicable
7. System automatically calculates totals based on chosen method

1. Review calculated amounts in Pay Request Wizard
2. Verify tax is automatically calculated based on contract setup
3. Click Confirm to create the invoice
4. System creates invoice and automatically redirects to Invoice module
5. Review invoice details including client, tax rate, and payment terms
6. Invoice is ready to send to client

Basic, high-level activity categories. Simple for workers but provides limited analysis capability.

Examples:

• Field Labor
• Shop Labor
• General Construction

Benefits:

• Simple worker selection
• Minimal training required
• Basic time tracking only

Limitations:

• Cannot compare productivity across specific task types
• Difficult to validate estimates for detailed work
• Limited insight for future pricing

Specific activity categories matching actual work types. Provides powerful analysis and productivity insights.

Examples:

• Storefront Installation
• Glass Installation
• Hardware Installation
• Curtain Wall
• Caulking
• Project Management

Benefits:

• Run detailed activity reports by task type
• Compare productivity across projects for same activity
• Validate and improve estimates with real data
• Identify training needs for specific tasks
• Price future work accurately based on historical performance
• Answer questions like "Are we getting more efficient at storefront installation?"

How to Configure:

1. Navigate to contract and click Options then Setup
2. Click Labor tab
3. Add activities specific to this contract
4. Link activities to cost codes for job costing integration
5. Set company-wide defaults in Company Preferences under Contracts and Labor

1. Navigate to contract record
2. Click Repository tab
3. Click Upload File(s) button
4. Browse to select one or multiple files
5. Choose destination folder if applicable
6. Files upload and appear in repository

1. Click Repository tab
2. Click Upload Folder button
3. Select folder from your computer
4. System preserves folder structure
5. All folder contents upload with organization intact

1. Open contract Repository tab
2. Drag files from desktop or folder
3. Drop onto repository screen
4. Files automatically upload to repository

Control document visibility using the hardhat icon in the Repository tab.

For Individual Files:

1. Navigate to contract Repository tab
2. Locate file in list
3. Click hardhat icon next to file
4. Solid icon = visible in TRUE Field
5. Outline icon = hidden from TRUE Field

For Multiple Files (Batch):

1. Click batch select icon in repository
2. Check files to enable or disable
3. Click Enable TRUE Field or Disable TRUE Field
4. Changes apply to all selected files

Control which tasks appear in TRUE Field for field workers.

• Tasks assigned to field workers automatically appear in TRUE Field
• Tasks marked as private or office-only remain hidden
• Field workers see only tasks assigned to them or their team
• Use task assignments to control field visibility

Best practices for enabling and disabling field visibility.

Enable for Field Workers:

• Plans and specifications
• Shop drawings
• Reference photos
• Work tickets and schedules
• Installation instructions

Disable for Field Workers:

• Bid pricing and proposals
• Financial documents and invoices
• Signed contracts
• Change order pricing details
• Proprietary information
• Review document visibility regularly as new files are added

Request information or clarification from architect/engineer. Seeking answers to questions about plans or specifications.

When to Use:

• Specifications are unclear or contradictory
• Conflicts exist between drawings and specs
• Field conditions differ from plans
• Need clarification on design intent
• Seeking guidance on acceptable solutions

Key Features:

• Question tracked with responses
• Due date tracking for timely answers
• Attachment of relevant drawings or photos
• Documentation of design team's response

Submit shop drawings, product data, or samples for design team approval. Seeking approval that materials/methods meet specifications.

When to Use:

• Shop drawings require architect review
• Product data sheets need approval
• Material samples require selection
• Color selections need confirmation
• Fabrication details require approval before proceeding

Common Stages:

• Preparing: Gathering documents from vendors
• Submitted: Sent to design team
• Reviewed - No Exceptions: Approved as submitted
• Reviewed - Make Corrections: Revisions required
• Approved: Final approval received, proceed with work

Document transmission of information to another party. Not seeking approval, just documenting what was sent and when.

When to Use:

• Sending documents to project team
• Transmitting drawings to stakeholders
• Forwarding reports or data
• Providing information for review (not formal approval)
• Creating paper trail of document delivery

Key Features:

• Professional cover letter format
• List of attached documents
• Delivery confirmation tracking
• No approval workflow required
• Documentation of what was sent, when, and to whom

High-level project phases and checkpoints. Big picture view of project progression for executive oversight.

• Purpose: Track major project phases and completion points
• Scope: Same milestone structure across all projects for consistency
• Assignment: Not assigned to individuals (project-level status)
• Level: Big picture checkpoints for executive reporting
• Visibility: Shown on project dashboard and timeline views
• Examples: Contract Received, Permit, Submittals, Substantial Completion, Final Payment

Best For:

• Executive overview of project phases
• Comparing progress across multiple projects
• High-level timeline visualization
• Standard reporting and project phase tracking

Specific to-do items assigned to individuals. Detailed work assignments for day-to-day operations and accountability.

• Purpose: Track specific actions and deliverables
• Scope: Contract-specific and unique to each project
• Assignment: Assigned to specific users for accountability
• Level: Detailed action items with due dates
• Visibility: Appear in assigned user's task list and TRUE Field
• Features: Notes, attachments, completion tracking, alerts
• Examples: Submit permit application, Order storefront materials, Review shop drawings, Schedule final inspection

Best For:

• Detailed work assignments and delegation
• Individual accountability and tracking
• Day-to-day operations management
• Coordinating specific activities between team members

Complete workflow from purchase order through bill approval to job costing update.

1. Create PO: Purchase order creates "Committed" record in job costing (forecasted spend)
2. Receive Material: Creates receiving record documenting physical receipt
3. Receive Bill: Enter vendor bill in Financial tab under Bills
4. Link to PO: System can pre-populate from PO or enter manually
5. Approve Bill: Accounts payable reviews and approves for payment
6. Job Costing Update: Approved bill creates "Invoice" record (actual cost) in job costing
7. Both committed and actual cost records remain visible for complete tracking

Record Types in Job Costing:

• Budget: Estimated costs entered during contract setup
• Committed: Purchase order amounts (forecasted spending)
• Labor: Actual labor costs from payroll
• Invoice: Actual vendor costs from approved bills

Key advantages of automated bill-to-job-costing integration.

• Real-Time Visibility: Track committed vs. actual spending as bills are approved
• Budget Comparison: Compare budget vs. actual costs in real-time throughout project
• Early Warning: Identify cost overruns early when committed + actual exceeds budget
• Accurate Profitability: Track true project costs for accurate margin calculation
• Complete Audit Trail: Full visibility from PO through payment
• Automated Updates: No manual entry required to update job costing
• Consistent cost tracking across all contracts

When to use: You know the exact field label you want to change

Examples:

• Search "Architect Project Number" to find that specific field
• Search "Schedule of Values" to customize that term
• Search "Pay Application" to find all related Pay App fields

When to use: You want to find all fields containing a specific word

Examples:

• Search "contract" to see all contract-related fields
• Search "project" to find project-related terminology
• Search "number" to locate ID and reference number fields
• Search "billing" to find billing and invoicing terms

When to use: You want to explore all customizable fields for a specific module

Contract-related search terms:

• "Bid" - Find all Bid module terminology
• "Contract" - Locate Contract module fields
• "Pay Application" or "Pay Request" - Payment billing terms
• "RFI" - Request for Information fields
• "Submittal" - Submittal tracking terminology
• "Change Order" - Change order related fields