Customizable Purchase Order & Subcontract PDFs
We’ve introduced customizable, branded PDFs for your Purchase Orders and Subcontracts in BuildOps.
Instead of a single fixed layout, you can now choose how these documents look and what information they include, so every PDF you send reflects your company’s standards and branding.
What’s new:
Create multiple PDF templates for Purchase Orders and Subcontracts.
Control which fields appear (project details, vendor info, shipping, pricing, tax, totals, and more).
Add company and department logos for consistent branding across all documents.
Preview, lightly edit, email, and download PDFs directly from each Purchase Order or Subcontract.
This update makes it easier to:
Send professional, on‑brand documents to vendors and partners.
Tailor PDFs to different use cases (for example, different project types or vendor requirements).
Reduce manual edits and rework by handling everything inside BuildOps.
Stay confident that your PDFs show the right, up‑to‑date information every time.
Note: Three-way matching must be enabled on your account to use this feature. Three-way matching is currently supported by Intacct, Netsuite and Spectrum. You will not be able to enable the new feature settings unless you have three-way matching on.
Learn more: For a step‑by‑step walkthrough (creating templates, using smart fields, and managing defaults), please see the How-To Guide: PO & Subcontract PDF Templates
New Subcontract Workflow
We’ve introduced Subcontract (Subcontract POs) as a dedicated workflow in BuildOps, so you can manage subcontractor agreements with tools that are purpose‑built for construction instead of relying on generic purchase orders.
What’s new:
A new Subcontract POs area
Dedicated navigation and list view for Subcontract POs.
Own numbering sequence (for example, SC‑00001) so you can easily distinguish subcontracts from material POs.
A subcontract‑specific lifecycle
Subcontract POs move through clear statuses such as Draft → Approved → Partially Billed → Billed → Void.
Drafts can be adjusted as needed; once approved, changes are handled through formal change management.
Fields tailored for subcontracts
Scope of Work (SOW) for describing what the subcontractor is responsible for.
Effective Date and Completion Date for scheduling and tracking timelines.
Payment Terms to reflect how and when the subcontractor should be paid.
Default Retainage % so standard holdback rules are built into each subcontract.
Vendor experience built for subcontractors
Vendor selection focused on subcontractor‑type vendors, so the right partners show up in your dropdowns.
A vendor document number field to track the subcontractor’s own reference number.
Project and financial integration
Committed subcontract amounts now appear alongside material commitments in your project financials, giving you a clearer view of total committed costs.
Subcontract POs use the same tax logic as material POs, including Avalara/AP workflows, with Ship From/Ship To addresses set appropriately.
How this helps
This update is designed to make subcontract management:
Clearer – Subcontracts no longer blend in with material POs; they have their own screens, numbers, and statuses.
More structured – Key subcontract details (scope, dates, retainage, terms) are tracked natively instead of through notes or workarounds.
Easier to manage financially – You can see committed vs. billed amounts and retainage for subcontracts directly in your project and AP workflows.
More reliable – Tax handling and billing workflows are aligned with your existing material PO processes, reducing manual corrections.
Note: Three-way matching must be enabled on your account to use this feature. Three-way matching is currently supported by Intacct, Netsuite and Spectrum. You will not be able to enable the new feature settings unless you have three-way matching on.
Learn more: For step‑by‑step instructions including how to create Subcontract POs, understand each field, and work with billing and retainage — please refer to: How-To Guide: Subcontracts, Commitment Change Orders, AP Retainage
New: Commitment Change Orders for Subcontracts and Purchase Orders
BuildOps is introducing Commitment Change Orders (CCOs) – a formal, construction‑standard change management workflow for Purchase Orders (POs) and Subcontracts.
In real projects, PO and Subcontract commitments often change due to design clarifications, site conditions, material substitutions, or unit‑price overruns. Until now, many changes were handled through ad‑hoc PO edits, spreadsheets, or accounting workarounds, which led to:
No clear audit trail of what changed, when, and why
Unreliable committed vs. forecast costs, making it hard to explain variances
Friction with GCs and owners who expect formal, numbered commitment change orders for approval
Commitment Change Orders give your team a clean, auditable way to manage these changes directly in BuildOps.
What’s new:
With Commitment Change Orders enabled, your team can:
Create formal change orders on approved POs and Subcontracts to adjust scope, quantities, unit costs, and line items without editing the original commitment directly
Add new line items via a change order “shopping cart” experience
Modify existing lines (quantities, unit costs, tax, retainage) from a dedicated “Modify Existing Line” selector
Track commitments in Project Financials using new columns:
Original Committed Amount
Commitment Change Orders (net of all CCOs)
Updated Committed Amount
Open Committed Amount
Work from dedicated CCO screens, including:
A Commitment Change Orders list showing all CCOs across POs and Subcontracts
A CCO detail page with original vs. revised line values and deltas
Change Orders tabs on PO and Subcontract detail pages for quick access
Lock POs and Subcontracts on approval: once Approved, the document becomes read‑only and all changes must go through CCOs
For Subcontracts, manage retainage via CCOs, including changing retainage % and amounts even after partial billing, with safeguards to protect existing bill history
Overall, this gives you a clear trail from Original Commitment → Approved CCOs → Current Commitment, aligned with how GCs, owners, auditors, and accountants expect to see commitments tracked.
Purchase Order & Subcontract Approval Workflow - Approval is currently implemented via a single Approve action on the purchase order and subcontract detail screens. There are no approval maps, steps or rules supported in Buildops yet. However, you can limit access rights for the approval action via procurement roles and permissions.
Please note if you receive or bill a purchase order when the Commitment Change Order workflow is enabled, the purchase order / subcontract will be automatically marked as approved. This affects the mobile workflow as well since mobile PO creation automatically generates receipt lines which makes the PO approved and read-only. We will enhance this experience in one of the upcoming releases.
Auto-received Purchase Orders & Mobile Field Orders Edge Case - Purchase orders belonging to a purchase order type with auto-receiving enabled and mobile field orders with items added on the mobile app automatically get fulfilled, which silently approves them. Please note that after first saving these purchase orders will no longer be editable on web. The reason is currently approval and fulfillment status are tied together. We are planning to enhance this experience with a dedicated approval workflow.
Mobile field orders will still stay editable on mobile (but not on web) until we introduce a different approach to mobile purchase orders and approval engine. This is done to avoid any unpredictable changes for the technicians' workflow.
Note: Three-way matching must be enabled on your account to use this feature. Three-way matching is currently supported by Intacct, Netsuite and Spectrum. You will not be able to enable the new feature settings unless you have three-way matching on.
Learn more: For step‑by‑step instructions including how to create Subcontract POs, understand each field, and work with billing and retainage — please refer to: How-To Guide: Subcontracts, Commitment Change Orders, AP Retainage
New: AP Retainage
BuildOps now supports Accounts Payable (AP) Retainage – a dedicated workflow for withholding, tracking, and releasing retainage on subcontractor bills.
Retainage – the industry‑standard practice of holding back a portion of subcontractor payments until work is satisfactorily completed – is now managed natively in BuildOps, eliminating manual spreadsheets and external trackers.
Key changes at a glance:
AP Retainage toggle in Procurement Settings
A new Enable AP Retainage setting activates the retainage workflow across your BuildOps account.
Vendor‑level retainage defaults
For Subcontractor and Supplier & Subcontractor vendors, you can set:
Retainage Applicable (on/off)
Default Retainage % (0–100%)
These defaults automatically flow into new subcontracts for that vendor.
Retainage on Subcontracts (header & line level)
Subcontracts now support retainage at both the header and line level, including:
Retainage Applicable
Default Retainage %
Line‑level retainage %, retainage amount, and remaining retainage
Retainage on Bills from Subcontracts
When you create a bill from a retainage‑enabled subcontract, retainage fields are automatically populated and are read‑only on the bill.
A new Amount Due field shows the payable portion (Total – Total Retainage).
AP Retainage screen for bulk release
A new AP Retainage screen (under Accounting) centralizes all bill lines with unreleased retainage, with filters, search, and configurable columns.
You can release retainage partially or in full across multiple vendors and subcontracts at once, with a confirmation dialog and summary before posting.
Automatic Retainage Release Bills
When you release retainage, BuildOps automatically generates Retainage Release Bills representing the amounts now authorized for payment.
These carry a clear Retainage Bill tag and follow the same lifecycle as standard bills (Draft → Posted → Export/Void).
Retainage via Commitment Change Orders (CCOs)
Commitment Change Orders for Subcontracts can now adjust retainage % and retainage amounts, even on lines that have already been billed, with safeguards so you cannot reduce retainage below the amount still withheld on posted bills.
Tax and accounting behavior
Tax is calculated on the full invoice amount at the main bill; retainage is treated as withheld payment, not a separate taxable event.
Retainage release bills do not carry tax, which aligns with standard U.S. and Canadian construction accounting practices.
Retainage release bills are excluded from actual cost calculations to avoid double‑counting; project and job cost logic remains unchanged.
Note: Three-way matching must be enabled on your account to use this feature. Three-way matching is currently supported by Intacct, Netsuite and Spectrum. You will not be able to enable the new feature settings unless you have three-way matching on.
Learn more: For step‑by‑step instructions including how to create Subcontract POs, understand each field, and work with billing and retainage — please refer to: How-To Guide: Subcontracts, Commitment Change Orders, AP Retainage
Purchase Order and Subcontract Permissions
BuildOps is introducing Fine‑Grained Access (FGA) permissions for procurement. This gives administrators more control over who can do what with Purchase Orders (POs), Subcontracts, and Commitment Change Orders (CCOs), without changing how your existing workflows behave by default.
With Fine‑Grained Access enabled:
You can decide which roles can see PO and Subcontract screens.
You can choose which roles are allowed to create, edit, approve, delete, void, POs and Subcontracts.
You can separately control who can see Commitment Change Orders and who can create new CCOs.
When this feature is first turned on for your account, all existing roles keep the same level of access they have today. From there, your admin can tighten permissions over time to better match your internal approval and control processes.
The following granular permissions are now available in All Permissions → Parts under a new Purchase Orders & Subcontracts section:
Permission | What It Controls |
View Purchase Orders and Subcontracts | Controls visibility of Purchase Orders and Subcontracts list screens, detail pages, and menu items. When turned off, the user cannot see any PO or Subcontract data. |
Create Purchase Orders and Subcontracts | Controls the ability to create new Purchase Orders and Subcontracts. When turned off, the "Create PO" and "Create Subcontract" actions will fail due to insufficient permissions. This permission automatically enables View when turned on. |
Edit Purchase Orders and Subcontracts | Controls the ability to modify existing Purchase Orders and Subcontracts, including editing line items, header fields, and statuses. When turned off, edit operation will fail due to insufficient permissions. |
Approve Purchase Orders and Subcontracts | Controls the ability to approve or reject Purchase Orders and Subcontracts. When turned off, the Approve and Reject actions will fail due to insufficient permissions. |
Delete Purchase Orders and Subcontracts | Controls the ability to delete Purchase Orders and Subcontracts. When turned off, the Delete action is removed from the kebab menu. |
Void Purchase Orders and Subcontracts | Controls the ability to void Purchase Orders and Subcontracts. When turned off, the Void action will fail due to insufficient permissions. |
The following new permissions are available in All Permissions → Parts under a new Commitment Change Orders section:
Note: These permissions are applicable only when Commitment Change Order workflow is enabled in the Procurement Settings.
Permission | What It Controls |
View Commitment Change Orders | Controls visibility of the Change Orders side panel and the "Create Change Order" action on Purchase Order and Subcontract detail pages. When turned off, the Change Orders side panel on the purchase orders and subcontracts and Commitment Change Orders list as well as detail pages are hidden entirely. |
Create Commitment Change Orders | Controls the ability to create new Commitment Change Orders. When turned off, the "Create Change Order" button appears in a read-only state with a tooltip message: "You do not have permission to create change orders." Enabling Create permission automatically enables the View one. Only users with Create permission can create Change Orders; others see a disabled button with a tooltip |
Note: Three-way matching must be enabled on your account to use this feature. Three-way matching is currently supported by Intacct, Netsuite and Spectrum. You will not be able to enable the new feature settings unless you have three-way matching on.
Unified Vendor & Subcontractor Experience
BuildOps is consolidating Vendors and Subcontractors into a single, unified experience. Previously, these lived on separate pages with different data models, creation flows, and detail views. They now appear together on one Vendors screen in the Directory menu.
Key changes you’ll see in the app:
Single Vendors screen with tabs for All, Suppliers, and Subcontractors
New Supplier & Subcontractor vendor type so one record can serve both roles
A unified Vendor Detail page that adapts to the vendor type (supplier, subcontractor, or both)
A redesigned Create Vendor wizard that only shows subcontractor‑specific fields when needed
Standardized Archive / Unarchive actions across all vendor types
Protections that block vendor type changes which might otherwise cause data loss, with clear error messages
This update simplifies navigation, reduces duplicate data, and makes it easier to manage both suppliers and subcontractors in one place.
Learn more: For more details, see our Unified Vendor & Subcontractor help article.
Estimation on Opportunities (CRM+)
We’ve added a built-in Estimate tab on CRM+ Opportunities, so your team can build labor, materials, and tax directly on the Opportunity — no separate quotes or spreadsheets required.
If you already use estimation on Quotes in Core, this will feel familiar: the Estimate tab follows the same layout and workflow, now available where the deal lives in CRM+.
Keep your pricing, costs, and margins tied directly to each Opportunity.
Reduce duplicate work and manual updates between CRM+ and other tools.
Lay the foundation for a consistent estimation experience across more areas of BuildOps in the future (e.g., change orders, quotes, projects, service agreements).
Notes:
This feature is available for BuildOps customers who Use CRM+ Reloaded. If you want this enabled, please reach out to BuildOps Customer Support.
Any CRM+ user with access to Opportunities will see and be able to use the new Estimate tab.
Learn more: For more details, see our Estimation on Opportunities – Feature Guide (CRM+) help article
Inventory Shrinkage GL Account in Intacct Settings
If you use the Sage Intacct inventory integration, you can now choose an Inventory Shrinkage GL Account directly in your Intacct settings in BuildOps - no more backend scripts or support tickets needed.
You’ll find it by navigating through Settings → Integrations → Intacct → General → Inventory Accounting Configuration.
Inventory shrinkage is inventory that leaves your stock without a sale — for example, from damage, loss, theft, or write‑offs.
In Intacct, it’s common to track this in a separate shrinkage GL account so you can clearly see how much inventory you’re losing and why.
When you make an inventory quantity adjustment in BuildOps and it syncs to Intacct, we:
Post one line to your Inventory Asset account
Post the offset line to your Inventory Shrinkage account that you now configure in this new field
This keeps your books balanced while clearly separating normal inventory value from shrinkage.
Editable Intacct Location on Unsynced Payments
If you use the Sage Intacct integration, you can now update the Intacct Location on a payment right up until it successfully syncs to Intacct.
That means if a payment fails to sync because it was pointed at the wrong Intacct location, you don’t have to void it and start over. Just fix the location on the same payment and try the sync again.
How this helps you:
Before, a wrong Intacct location often meant extra cleanup work: voiding the payment, recreating it, and then re‑syncing. That was slow and could clutter your records.
With this change, you can:
Edit the Intacct Location on any payment that hasn’t synced yet.
Re‑sync so the payment posts to the correct Intacct entity.
Avoid extra voids and duplicate payments, keeping your history clean and easy to follow.
Once a payment successfully syncs to Intacct, the Intacct Location locks and becomes read‑only. This keeps your books in BuildOps and Intacct aligned, while still giving you flexibility to fix issues before they post.