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Procore Support (en-au)

Create Head Contracts


To create a single prime contract or multiple prime contracts for a Procore project. 


After creating one (1) or more head contracts for your construction project, you can then update its Schedule of Values (SOV). For details, see Update the Schedule of Values (SOV) on a Head Contract.


When to Create a Single Head Contract

Most Procore customers choose to create a single head contract for a single construction project. This is the simplest way for general contractors to manage the change process, particularly when a construction project has a single project owner or funding source. 

When to Create Multiple Head Contracts

If a project has multiple funding sources and/or project delivery methods, it may lead a head contractor to create multiple head contracts:

  • Multiple Funding Sources. A project can have many owners. In some scenarios, the head contractor may also be partially funding the job.
  • Multiple Stages. A project can be portioned into stages. For example, you might require separate head contracts for pre-construction, course of construction and aftercare/maintenance.
  • Multiple Phases. A project can be portioned into phases. For example, you might require separate head contracts for the foundation, plumbing, HVAC and so on.
  • Guaranteed Maximum Price (GMP) Contracts. A project can be fast-tracked or a phased GMP job. For example, you might require multiple head contracts for each established scope-of-work package.
  • Construction Manager as Agent (CMa) Delivery Methods. A head contractor operating as a CMa might need to manage multiple head contracts between an owner and various contractors.

Things to Consider

  • Required User Permissions:
  • Limitations:
  • Due to the sensitive nature of a head contract, the Head Contracts tool does NOT send automated email notifications to individuals or members of a distribution list.
  • To email a head contract to another person, you must follow the steps in Email Head Contract.
  • Limitations exist when creating multiple head contracts on a project. See Are there any system limitations when creating multiple head contracts?
  • Additional Information:
    • Most general contractors use the project's Budget tool to manage costs and contracts with subcontractors. Access to the Budget tool is typically limited to restrict the client or owner financing the project from seeing the budget. 
    • If your project's budget and head contract are identical (or if the head contract is a division-level summary of the budget), you can use your budget to create your head contract. 
    • You can add multiple line items with the same cost code and cost type assignments. To distinguish between line items, enter a descriptive summary in the Description field.
    • If you do not want to enter a cost code for a line item, you can enter 'None.'
    • To learn how to set the accounting method, see How do I set the accounting method for a commitment or prime contract?



In Procore, you have the option to create a single head contract or multiple head contracts as described below:

After you have created one or more head contracts, continue with Update the Schedule of Values on a Head Contract.

Create a Single Head Contract

  1. Navigate to the project's Head Contracts tool.
  2. Click the Create button.

  3. In the General tab, under General Information, do the following:
    Notes: There are no required fields when creating a new prime contract. If you click Create without completing any data entry, the system saves the contract with your name listed as the creator and places it in the Draft status by default.
    • Sign with DocuSign©
      If you are using the Procore + DocuSign© integration (see DocuSign©), a checkmark appears by default. Clear the checkmark from the box if the head contract does NOT require a DocuSign© signature. 
    • Contract #
      Accept the default contract number, enter a new number for the head contract or create a custom numbering scheme to use.
      • If you plan to create multiple head contracts, Procore increments this number for you by default. For example; 1, 2, 3 and so on. 
      • To use a custom numbering scheme, you can enter a set of alphanumeric characters (for example, PC-1 or PC-01 or PC-001), and Procore increments the number on new contracts.
    • Title
      Enter a descriptive name for the head contract.
    • Owner/Client
      Select the project owner/client from the drop-down list.
    • Architect/Engineer
      Select the lead architect for the project from the drop-down list.
    • Contractor
      Enter the company name of the primary contractor managing the construction project. If you are setting up the head contract, this will typically be your company's name. 
    • Status
      Select the current status for the prime contract. Options include Draft, Out for Bid, Out for Signature, Approved, Complete, or Terminated.
      To create change orders and invoices, a prime contract's status must be set to Approved or Complete.
    • Executed
      Place a mark in this check box if the contract has been fully executed.
    • Make this Visible Only to Administrators and the Following Users
      Place a mark in this check box to limit visibility to users with 'Admin' permission and any users designated in the 'Allow These Users to See SOV Items' checkbox.
    • Allow These Users to See SOV Items
      Place a mark in this check box. Then select the names of any users who have been granted 'Standard' or 'Read Only' permissions on the Head tool from the 'Select a Person' drop-down list.
    • Default Retention. Specify a default percentage that will automatically be applied to all line item costs for retention purposes.  For example, enter: 10%
    • Description
      Enter a descriptive summary to provide more detail about the head contract.
    • Attachments
      Attach any relevant files to the head contract. For example, an electronic copy of the signed contract.
  4. Under Contract Dates, do the following:
    Note: A user with 'Admin' permission on the Head tool can configure the tool to show or hide the fields marked with an asterisk (*) below. See  Configure Settings: Head Contracts.
    • Date Created
      Shows the date the contract was created. This cannot be modified.
    • Start Date
      Specify the project's official start date.
    • Estimated Completion Date
      Specify the estimated date for project completion.
    • Substantial Completion Date*
      Select the date from the calendar control. The substantial completion date refers to the date that work is considered sufficiently complete to satisfy contractual requirements. It also indicates the date that the project owner or client can assume occupancy of all or part of a project and the head contractor is entitled to receive contract balance payment (less retention) until final completion.
      Note: If enabled, the substantial completion date will be updated to each Head Contract Variation's Revised Substantial Completion Date once each Head Contract Variation has a status of Approved.
    • Actual Completion Date
      Select the date from the calendar control. This represents that final payments have been processed and the contract is considered closed.
    • Contract Date*
      Select the date from the calendar control. This represents the effective date of the contractual agreement. This is the date the contract goes into force. 
    • Signed Contract Received Date
      Select the date from the calendar control. This represents the date that the executed contract was received.
    • Execution Date*
      Select the date from the calendar control. This represents the date the agreement was signed by all parties. 
    • Issued On Date*
      Select the date from the calendar control. This date represents the date the contractual agreement was issued to both parties.
    • Returned Date
      Select the date from the calendar control. 
    • Letter of Intent Date
      Select the date from the calendar control. A letter of intent date is the date the Letter of Intent (LOI) document outlining the agreement between parties is received before the contract is finalized. 
    • Approval Letter Date*
      Select the date from the calendar control. A letter of approval date is the date that compliance with the fees, statements, and disclosures stated in the Letter of Approval (LOA) for the contract was signed into the record. 
    • Contract Termination Date
      Select the date from the calendar control. A contract termination date is a date outlined in the prime where all parties have met all contractual obligations and terms.
  5. Under Additional Information, do the following:
    • Inclusions. Specify any agreed-upon inclusions in the contract.
    • Exclusions. Specify any agreed-upon exclusions in the contract. 
  6. Choose from these options:
    • If you have not yet created the contract, click Create or Create & Email.
    • If you are updating an existing contract, click Save or Save & Email.
If you are ready to start adding an SOV line item to your prime contract, continue with Create Prime Contracts.

Create Multiple Head Contracts

If you want to create multiple head contracts on a project, see What are the limitations when creating multiple head contracts? 

You can repeat the steps above for each head contract that you want to create in the project's Head Contracts tool. See Create a Single Head Contract


Reasons to create multiple prime contracts include:

  • There are multiple entities funding the job. Your project may have multiple owners or the general contractor might be partially funding the job themselves.
  • There are contracts established for each stage of construction: pre-construction, course of construction and aftercare/maintenance.
  • When operating a fast-tracked or phased GMP contract, a prime contract can be created for each established scope-of-work package.
  • A contractor who is operating as a CMa and needs to manage the contracts that an owner has with various contractors on a project.


If you would like to learn more about Procore’s prime contract software and how it can help your business, please visit our construction contract management software product page here.