Video 10 of 26 ยท Set Up

Head Contract Setup

Push your estimate to the Budget Register, set up the head contract, build and lock the SOV, activate it, and set your claim template

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Watch the Head Contract Setup video
Watch the Head Contract Setup video on YouTube
Watch the video walkthroughhttps://youtu.be/W5Oh9d6tpYQ

In this walkthrough, you'll take a won estimate in the Deep Space web app and turn it into a budget and a live head contract, ready to claim against. We'll push to budget, create the head contract, set retention and claim terms, build the schedule of values, activate it, and set up your claim template.
The full series: 26 videos in Builder's Wheel order (Win, Set Up, Build, Move the Money, Govern)
  1. Build an Estimate and Proposal Win
  2. Multi-Trade Tender Win
  3. Set Up Your Workspace Set Up
  4. Add Users and Give Them Access Set Up
  5. Company Settings: Get Your Documents Ready Set Up
  6. Connect Xero and Map Your Cost Codes Set Up
  7. Folder Templates and Project Documents Set Up
  8. Document Templates vs Contract Templates Set Up
  9. Email Templates and Sending Documents Set Up
  10. Head Contract Setup Set Up
  11. Build Your Programme Set Up
  12. Subcontracts: Award to Executed Set Up
  13. DS Site: Invites, Inductions and Site Sign-on Build
  14. Drawings to Site and Subbies Build
  15. Run Your Programme on Site Build
  16. RFIs, Notices and the Project Inbox Build
  17. Inbox to Xero: How the Money Flows Move the Money
  18. Purchase Orders Move the Money
  19. Process Supplier Invoices Move the Money
  20. Subbie Claims: Inbox to Payment Schedule Move the Money
  21. Retentions and Security Move the Money
  22. Variations, End to End Move the Money
  23. Provisional Sums: Allowances, Drawdowns and Over-runs Move the Money
  24. Progress Claims to Your Client Move the Money
  25. Budget and Forecasting Govern
  26. Delegation of Authority Govern

Push to Budget

In Estimation, open the version you won, go to Sources, and click Push to Budget Register.
In Estimation, open the version you won, go to Sources, and click Push to Budget Register.
Check the summary before you push. Here the Builder's Margin pushes to its own cost code, so the revised budget reads co
Check the summary before you push. Here the Builder's Margin pushes to its own cost code, so the revised budget reads cost plus margin. It also flags lines with no cost type. They still land on their cost code, they just won't show under a cost type.
The Budget Register now has every cost code from the estimate, with a link back to the BOQ version it came from. Provisi
The Budget Register now has every cost code from the estimate, with a link back to the BOQ version it came from. Provisional sums wait as drafts until you allocate them. Need a new cost code later? Add it to the Financial Model, update the estimate as a new version, and push again.

Create the head contract

Go to Commercial, Head Contract Register, and click New Contract.
Go to Commercial, Head Contract Register, and click New Contract.
Enter your contract ID. Use the client's contract number if they have one, or leave it blank to auto-generate. Got the e
Enter your contract ID. Use the client's contract number if they have one, or leave it blank to auto-generate. Got the executed contract as a PDF? Fill from contract has KAI read it and fill in the details for you.
Pick the client from your directory, the contract type, and the region. Region applies the right security of payment rul
Pick the client from your directory, the contract type, and the region. Region applies the right security of payment rules. The contract profile picks the standard form, like NZS 3910 or AS 4000, or Bespoke for your client's own contract.
Enter the contract sum ex GST. Then tick Show SOV Sections Only on Progress Claims if your client wants one line per sec
Enter the contract sum ex GST. Then tick Show SOV Sections Only on Progress Claims if your client wants one line per section, not every item.

Retention and claim terms

Choose the security type: retention only, bank guarantee only, retention plus BG, or none. With NZS 3910, the statutory
Choose the security type: retention only, bank guarantee only, retention plus BG, or none. With NZS 3910, the statutory retention scale is set for you. Edit the bands, caps and release under Configure Rules, and choose whether variations are included in retention.
Set the key dates. The defects period end is worked out from practical completion. Then the claim cycle, the reference d
Set the key dates. The defects period end is worked out from practical completion. Then the claim cycle, the reference day of the month, payment terms, and how long the client has to respond. Get these right now, because they lock once the contract is active.

Build the SOV

Save the draft, open the contract, and click Open SOV Setup. Claims can't start until the schedule of values is set up.
Save the draft, open the contract, and click Open SOV Setup. Claims can't start until the schedule of values is set up.
Choose how the contract is structured, then where the SOV comes from. Import from Estimation is recommended. You can als
Choose how the contract is structured, then where the SOV comes from. Import from Estimation is recommended. You can also build it from the budget, or from the client's own breakdown.
Pick the BOQ version and how to group it. Section only gives one claim line per estimate section, while the items and co
Pick the BOQ version and how to group it. Section only gives one claim line per estimate section, while the items and cost codes stay underneath for your budget. The sell price comes from the estimate, and you can override it per line.
Provisional sums stay as their own SOV lines, so you can draw them down separately. The Builder's Margin is its own line
Provisional sums stay as their own SOV lines, so you can draw them down separately. The Builder's Margin is its own line too.
If the SOV total doesn't match the contract sum, even by a cent, Deep Space tells you and lets you update the contract s
If the SOV total doesn't match the contract sum, even by a cent, Deep Space tells you and lets you update the contract sum or keep it.

Lock and activate

Click Review SOV for a final check, then Lock SOV. Once it's locked, it no longer follows changes to the estimate.
Click Review SOV for a final check, then Lock SOV. Once it's locked, it no longer follows changes to the estimate.
The SOV shows Ready. Now click Activate Contract. If you skip locking the SOV, the button stays greyed out and you won't
The SOV shows Ready. Now click Activate Contract. If you skip locking the SOV, the button stays greyed out and you won't be able to claim.
Activating locks the contract settings. From then on, the contract value only changes through variations, so check your
Activating locks the contract settings. From then on, the contract value only changes through variations, so check your dates and terms first.
The head contract is now Active, and ready for progress claims.
The head contract is now Active, and ready for progress claims.

Your claim template

Set up how your claim looks under Admin, Document Templates. Find the HC Progress Claim template and click Clone and Edi
Set up how your claim looks under Admin, Document Templates. Find the HC Progress Claim template and click Clone and Edit.
Add your logo, colours and wording, and drop in variables like your company details. The preview shows your real company
Add your logo, colours and wording, and drop in variables like your company details. The preview shows your real company settings. Publish it, and it's used on every claim you serve. Prefer Word? Upload your own Word template instead.

Common questions

There's no button to start a claim.

The contract isn't active yet. Lock the SOV under Review SOV, then click Activate Contract.

There's no button to start a claim.
The contract isn't active yet. Lock the SOV under Review SOV, then click Activate Contract.

My client only wants section totals.

Group the SOV by Section only, and tick Show SOV Sections Only on Progress Claims on the contract.

My client only wants section totals.
Group the SOV by Section only, and tick Show SOV Sections Only on Progress Claims on the contract.

The SOV shows cost, not sell.

The sell price comes from the estimate. Check margin is applied in the estimate before you push and import, or override the sell price per line before you lock.

The SOV shows cost, not sell.
The sell price comes from the estimate. Check margin is applied in the estimate before you push and import, or override the sell price per line before you lock.

I need to add a cost code after setup.

Add it to the Financial Model, add the line to a new estimate version, and push to budget again. For a small change, use a budget adjustment.

I need to add a cost code after setup.
Add it to the Financial Model, add the line to a new estimate version, and push to budget again. For a small change, use a budget adjustment.

Quick reference

Need a hand? Email help@deepspacegroup.ai

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