1. Every open job with money on it: contract, estimated cost, cost to date, % complete, earned, billed, and whether billing is over or under.
2. Click a job to set its estimated total cost (blank uses the won estimate) and any cost before Vanguard for jobs that started before it was used.
3. At each quarter end, set the date and Save as of this date. Send the PDF or CSV to the bonding company.

Under-billed means work done and not yet billed. Jobs projected to lose money, or spending past their forecast, show in the rail.

1. The pay period starts as last week. Tap Preview to see approved hours by person and job.
2. The first time, type each person's and job's name exactly as QuickBooks has it. They're remembered.
3. Tap Download for QuickBooks Desktop and import it with File → Utilities → Import → IIF Files. For QuickBooks Online or a payroll service, use the CSV.
4. Exported hours are never offered again. If an export was never imported, Undo it under Past Exports.

Only approved hours go out. Anything still pending is counted and left for next time.

1. Pick a job that has a wage determination under Labor Rates, and set each worker's classification on that job once.
2. Start Payroll for the week. Hours by day, overtime (past 40 in the week, across all jobs), rates and gross for the project fill in from approved timecards.
3. Type gross for all work and the deductions from the payroll records. Vanguard never works out taxes.
4. Fix anything listed under "Before it can be finalized" (pay below the prevailing rate is caught), add the signer, then Finalize and print the WH-347 PDF to sign.

Weeks with hours on a prevailing-wage job that aren't finalized show in the rail.

1. New Lead for any project you might get: the client, where it came from, the solicitation number, a rough value and when bids are due. The crew can pass leads in from the Bid Walks tab.
2. The boxes across the top are the pipeline: New, Qualifying, Bidding, Submitted, then Won, Lost or No bid. Click one to see only those.
3. Open a lead and log every call, email and meeting. Set the next follow-up date; the rail tells you when it comes due.
4. Start bid walk and Start estimate fill those in from the lead. From then on the lead follows its estimate: sent moves it to Submitted, accepted wins it, declined loses it.
5. Marking one lost or no-bid asks why. Read them back before the next bid.

Weighted is each lead's value times its chance of winning: a fair guess at the work coming. The odds follow the stage unless you set your own.

1. Tap New Estimate, or Start estimate on a bid walk to carry its details over.
2. Add line items as labor, material, equipment, subcontract or other, and set the markup.
3. Proposal PDF is what the client gets: price by category and the total, never your cost or markup.
4. Mark it sent, then accepted or declined. Create the job turns an accepted estimate into a job with a budgeted cost code per category.

1. Pick a job. Set up its schedule of values: add the contract lines by hand, or Build from this estimate to use the won estimate's bid items at their selling price.
2. Approved change orders join the schedule as lines of their own. Nothing to retype.
3. Each billing period, tap New Application. On each line type what was done this period, or the percent complete to date, and any material stored on site but not yet installed.
4. Lines 1 to 9 work themselves out: retainage, what earlier applications already certified, and the current payment due.
5. PDF is the application and continuation sheet to send. Then Mark sent: its numbers are locked so a later change can never rewrite a bill already sent.
6. When the check comes, Mark paid with the date and amount. Share with client lets the owner open it in their portal.

Nothing bills past 100% of a line. Sent the wrong numbers? Reopen works on the latest application until the next one is started. Retainage can differ for work and for stored material, and can drop to 0 on the final application to release it. Unpaid applications older than 30 days show up in the rail.

1. Owed to Cuest at the top is everything outstanding: unpaid invoices and unpaid pay apps together, sorted by how late they are.
2. New Invoice for anything billed outside a pay app: a deposit, a service call, T&M, materials. Add lines as quantity times unit price.
3. An approved change order on a job without pay apps can go straight on with Bill this change order. It is marked billed when the invoice is sent, and can never be billed twice.
4. Mark sent locks it. Record each payment as it comes in; part payments are fine. It shows paid when the balance reaches zero.
5. Sent invoices show in the client portal for that job unless you untick it.

Wrong invoice? Void it with a reason and issue a new one. Numbers are never reused, so the sequence stays complete for the auditors.

1. Before paying a sub or supplier, add the waiver you've asked them for: the job, the kind (conditional or unconditional, progress or final), the through date and amount.
2. When the signed one comes back, Mark in and paste the SharePoint link to it.
3. Waivers you give an owner go in the same list, marked "To owner".

Anything asked for two weeks ago and still not in shows up in the rail. No waiver, no check.

1. Add a login for an owner or GC, pick their jobs, and give them the email and password yourself.
2. They see the schedule (minus tasks marked internal), the daily logs you share, the pay applications you share, and their messages with the office. Nothing else.
3. Share a daily log from the Daily Logs tab with Share with client.
4. Answer their questions under Messages from Clients. The rail tells you when one is waiting.

Switching a client off signs them out immediately. Their messages stay.

1. The list opens on Requested: everything still pending your review.
2. Requests are numbered and usable the moment they're sent, so this is a review. Approve signs it off; Decline takes a reason and marks the number VOID.
3. Once it's placed with the vendor, click Mark Ordered. Then Received when it arrives.
4. PDF opens the purchase order to send to the vendor.

1. Pick the PO the invoice bills against, then enter the invoice number, amount and date.
2. An invoice number already on file is stopped. If it really is separate, give a reason to record it anyway.
3. Invoices over the PO amount, or for goods not yet received, are saved with a flag.
4. Work through the list with Approve or Dispute. Set Show to Only flagged to see problems first.

1. The red card at the top lists RFIs answered with a cost but never turned into a change order.
2. Click Convert to raise one with the amount already filled in.
3. For extra scope that didn't come from an RFI, use Raise a Change Order.
4. Move each one along: Submit, then Approve or Reject, then Mark billed once invoiced.

Approved change orders add to the job's contract value on Job Costs.

1. Add each subcontractor and supplier once: name, trade and contact.
2. Click a company to record its paperwork: general liability and workers' comp certificates with their expiry dates, W-9, license. Paste the SharePoint link to the certificate if you like.
3. The rail warns you when a sub's paperwork has expired or runs out within 30 days, before they set foot on site.
4. Give a sub a portal login so they can price your bid requests themselves. Hand them the email and password yourself.

A sub's login sees only their own bid requests, their own prices, the POs they were awarded and their own paperwork dates. Never other bidders, costs or anything else. Take off the list switches off their logins at once.

1. New Bid Request: what's being priced, the job, the trade, when bids are due and the scope.
2. Invite companies. Subs in the same trade are ticked for you; any with expired paperwork are marked.
3. Subs with a login send their price in the portal. For a price that came by phone or email, use Enter price.
4. Bids line up low to high, with how far each is over the low bid.
5. Close bidding, then Award. Awarding raises the purchase order to that company for their price, waiting for approval like any PO.

The winning sub sees it was awarded to them and sees the PO. The others only see that it went to another bidder.

1. The top cards show open incidents, expired certifications, and jobs with no toolbox talk in the last 7 days.
2. Log each toolbox talk with the job, topic and who attended.
3. Report incidents and near misses, then close them once the root cause is dealt with.
4. Add certifications with expiry dates to get warned before one lapses.
5. Record site inspections and close them when the corrective action is done.

1. Add a job with its number, name, customer and site. It appears in every job dropdown.
2. Click Close when a job finishes, so it stops appearing when people log hours. Reopen brings it back.

1. Everyone who has signed up is listed here.
2. Rename fixes a name for anyone, yourself included. Only admins can change names; their history carries over to the new name.
3. Make admin gives full access, including job costs and safety records, so keep it to a few people.

1. Test Connection checks the app can reach SharePoint.
2. Sync Now pulls the latest submittal registers from the synced folder.
3. Use Find Documents to search SharePoint files.
4. Outgoing Email shows every email the app sent, and any that failed.

The app only reads SharePoint. Nothing there is ever changed or deleted.