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Build a project contract and phases

Last updated July 23, 2026

A project contract turns a broad project into an organized delivery plan. Use it to define the agreed scope, group work into phases, add Pricebook items, and identify the technicians responsible for each stage.

Before you begin​

Create the project, confirm the customer and location, and make sure the needed services and materials are active in the Pricebook. Project contract features may depend on your company's plan and configuration.

Open the project contract​

Go to Projects → select a project → Contract.

  1. Review the project name and customer before making changes.
  2. If the contract has not been started, click the action to create or set up the contract.
  3. Enter the contract name and any overall description shown in the setup window.
  4. Review contract settings before adding phases.
  5. Save the setup to open the contract editor.

The Contract section holds the overall scope, while Phases organize how that scope will be delivered.

Add and organize phases​

  1. Click Add Phase.
  2. Enter a phase name that reflects a clear stage, such as “Rough-In” or “Final Commissioning.”
  3. Add the planned start and completion details when those fields are available.
  4. Enter a concise phase description.
  5. Save the phase.
  6. Repeat for each major stage, keeping the order aligned with how the work should happen.
  7. Open a phase to edit its details or remove it before the contract is finalized.

For each phase, keep the scope specific enough that dispatchers and field staff can understand what belongs in that stage without reading the entire contract.

Add scope from the Pricebook​

  1. Open the phase that needs scope.
  2. Click the option to add a service, material, equipment item, or other Pricebook record.
  3. Search by item name, code, or category.
  4. Select the item.
  5. Review its description, quantity, unit, price, and cost.
  6. Adjust the quantity or phase-specific description when needed.
  7. Save the line.
  8. Repeat until the phase scope is complete.

Changes made in the project contract apply to that contract. If the source item itself is wrong, update the appropriate Pricebook record before using it elsewhere.

Review each phase's scope and assigned technicians before the contract is finalized.

Assign technicians to a phase​

  1. Open the phase.
  2. Find Technicians or the assignment section.
  3. Click Add Technician.
  4. Select one or more active technicians.
  5. Choose a lead technician when one person should coordinate the phase.
  6. Save the assignments.

Technician availability and access are influenced by the staff member's business unit and security assignments.

Finalize the contract​

  1. Review every phase, line item, quantity, price, and technician assignment.
  2. Confirm the phase sequence and contract totals.
  3. Correct any incomplete warnings shown by Nexus.
  4. Use the finalization or contract acceptance action available to your company.
  5. Confirm the action.

Finalizing may limit which baseline values can be changed. Use a controlled change process for later scope revisions so the original agreement remains understandable.

What happens next​

The project gains a phase-based scope that can guide scheduling, purchasing, field work, financial review, and progress billing. Continue with project billing and financials or coordinate the delivery work in Tasks, Forms, and Attachments.

Troubleshooting​

A Pricebook item does not appear​

Confirm the item is active and that you are searching the correct Pricebook item type. Clear the search and category filters. If needed, review Pricebook categories.

A technician is missing from the assignment list​

Confirm the staff member is active, set up as a technician, and available for the appropriate business unit. Review staff assignments and security.

The contract cannot be finalized​

Open each phase and resolve required-field, quantity, pricing, or assignment warnings. Then review the contract totals and try the final action again.