Help Centre
Find practical answers for setting up and using SubbieTRAC across tendering, project delivery and commercial administration.
Getting started
Set up the business, roles and first workflow.
Where should we start?
Start with one controlled workflow—normally Tenders—then define the handover into Projects and Commercial administration.
How should we structure the business?
Set the company, branches or operating units, roles, clients, suppliers and the project naming and cost-code conventions your team will use.
Who should own implementation?
Use an operational champion who understands estimating and delivery, with visible sponsorship from the owner or commercial leader.
Tenders
Pipeline, takeoff, workload, scope and quote.
How do we register an opportunity?
Capture the client, project, package, deadline, document source, estimator, fit assessment and next action before work begins.
What belongs in the tender baseline?
Quantities, labour, materials, supplier pricing, scope, exclusions, clarifications, assumptions, programme and expected margin.
How is a won tender handed over?
Convert the accepted revision into project packages, cost allowances, procurement actions, risks and contract checks.
Project Management
Projects, tasks, diary, correspondence and quality.
What should be recorded in the site diary?
Labour, progress, access, deliveries, instructions, delays, disruption, quality events, visitors and supporting photos.
How should tasks be used?
Use tasks for accountable actions with an owner and date—not as a duplicate of every piece of project information.
How do defects connect to the project record?
Record the item, location, responsibility, due date, evidence and verification before closeout.
Contract and commercial control
Instructions, variations, claims, notices and exposure.
When should a potential variation be created?
As soon as an event may change scope, quantity, cost, access, sequence or programme—even before entitlement is confirmed.
What variation statuses should we use?
Identified, notice required, pricing, submitted, instructed, approved, rejected, disputed, claimed and paid.
How should unapproved changes affect forecast?
Separate approved recovery from probable and at-risk recovery so management can see the exposure clearly.
Takeoff and documents
Plan measurement, revisions and controlled project files.
How do we keep takeoff traceable?
Store the source sheet, scale, measurement type, group, description and linked estimate or project record.
What happens when a drawing revision arrives?
Identify replaced sheets, review affected measurements and assess scope, procurement, programme and variation impact.
Where should final project files live?
In the controlled project record, linked to the task, issue, correspondence, variation or claim they support.
Account, access and support
Roles, permissions and help.
How should permissions be assigned?
Use the least access required for the role, then separate approval authority for high-value or commercial actions.
How do we request help?
Use the support route provided by your administrator or submit the SubbieTRAC contact form with the project, page and outcome you were trying to achieve.
What should we include in a support request?
Include the record name, steps taken, expected result, actual result and a screenshot without sensitive information where possible.