FAQs Australasia

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Creating a Textura Account

Completing your account setup
1. From the On Behalf of Textura – Create an Account invitation email you received, select the link.
2. Create a username and password. You must follow the following username and password rules:
  - Username: Use letters, numbers, or underscores. The maximum username length is 20 characters.
  - Password: Use at least one letter and one number. Passwords must be at least eight characters in length.
3. Edit your user profile and set up a verification phone number.
  1. Add a verification phone number to add better security to your account. After setting up your phone number, you will receive a verification code. Enter the code to confirm your account.
  2. Update your user profile details and complete all required fields marked with an asterisk (*).
  3. Under the User Can section, tick the following permissions:
    - Manage Projects
    - Manage Compliance
    - Sign on Behalf of Company.
4. Edit your organisation profile.
  1. From your Organisation Name menu at the top of the page, select Edit Organisation.
  2. Update all mandatory fields marked with an asterisk (*):
    - ABN/Tax ID: Be sure to follow the required format (11 222 333 444)
    - Bank Account Details
    - Credit Card Details.
  3. Select Update Organisation.
    Notes: You must complete all mandatory fields to register the account.
    
    For a more in depth look at these steps, see the following topics in the help documentation:
5. Complete your Oracle Store registration.
Why do I have to enter my credit card number?
TPM requires credit card details because Head Contractors may elect for Subcontractors to pay usage fees when working on individual projects. If usage fees are applicable, Textura withdraws a usage fee from Subcontractors upon confirmation of the contract.

If a Subcontractor participates in a project that does not require a usage fee, TPM still requires a credit card on file for any future projects with usage fees that the Subcontractor may work on through TPM.
I forgot my username
I forgot my password
1. Go to the Textura Login page.
2. Select Can’t Sign In?
3. Enter your Textura Username and Email.
4. Select Submit.
Adding a new user
Only users with the Enterprise Administrator role can add new users. This role is assigned on the Edit User page, and there is no limit to how many new user accounts you can add to your organisation on TPM.
1. From the Users menu on the Home page, select Create User.
2. On the Create User page, complete all mandatory fields marked with an asterisk (*).
3. Select Complete Profile.

Subcontractor Usage Fees

Understanding Textura usage fees
Textura allows for a range of usage fee options. The organisation that owns or administrates the project can determine if usage fees are applicable for participating subcontracted organisations in the project settings. If Subcontractor usage fees are applicable, Textura charges a usage fee upon confirmation of each contract.

Textura automatically deducts the fee from the subcontractor’s nominated credit card upon contract confirmation.

In addition, the following events can also trigger a usage fee recalculation, either upwards or downwards:
- A variation increases the contract value more than 25%
- A variation decreases the contract value more than 25%
- The final contract reconciliation.
Subcontractors can review all usage fees and download a Fee Receipt PDF file.
1. From the Home page, select the name of the project you want to view to navigate to the Project Home page.
2. From the Project Setup menu at the top of the Project Home page, select Usage Fees.
3. Select a tab to view fee information. You can view either Fee Events, a list of reasons why you were charged or refunded fees for the project, or Fee Receipts.
How do I check usage fees on my project?
Usage fees (if applicable) are disclosed when you confirm a contract.

To view your usage fees at any time after accepting a contract, select Usage Fees from the Project Setup menu at the top of any project page.
- If your Head Contractor has chosen to pay usage fees on your project, you will see the following message:
  "Usage Fees do not apply to projects when the Head Contractor has chosen to pay usage fees for Subcontractors."
- If your organisation is responsible for paying usage fees, selecting the Usage Fees menu option will open the Usage Fees page.
  The Usage Fees page includes information on fee payments, usage fee events, and fee receipts.
See About the Usage Fees Page for more information on usage fees.
How are usage fees paid?
In ANZ, usage fees are paid using the nominated credit card in your Organisation Profile. Enterprise Administrators can update credit card details directly in Textura.

To update payment details:
1. Log in to Textura.
2. From your Organisation Name header menu, select My Organisational Profile.
  The My Organisation Profile page displays.
3. Complete 2-step verification to verify your identity.
4. From the How would you like to pay subcontractor usage fees? section, select the Add Credit Card button.
  An Add Credit Card panel opens on the right side of the page.
5. In the Add Credit Card panel, enter your credit card information and select the Add button when finished.
  The last four digits of the credit card display on the My Organisation Profile page. A pencil icon displays next to the number.
  
  Note: If you need to change your credit card information at a later date, you can revisit this page and enter new information. Select the pencil icon to add, update, or delete your credit card details.
If you have received notifications about outstanding Textura usage fees, follow these steps:
1. From the Project Setup menu at the top of any project page, select Usage Fees.
2. From the Usage Fees page, select Retry Fee Payments.
Textura will attempt to collect owed usage fee payments at regular intervals through your contract's lifecycle. Any additional outstanding usage fees for other projects are processed at these times.
How are usage fees calculated?
Usage Fee pricing displays when you register your organisation in the Oracle Cloud Store and when confirming a contract for a project.

Usage fees are priced on the total of your original contract value and are re-calculated at regular intervals if there is an increase or decrease in total contract value and when the contract reaches completion. Your Head Contractor will outline if usage fees are applicable to your contract. If you are unsure if you should be paying Textura Usage Fees, please contact your Head Contractor to confirm.

Failure to pay usage fees may result in a credit hold on your organisation and restrict your organisation's ongoing use of Textura.

Textura's pricing approach is an initial fee based on contract value, paid when you accept the contract in Oracle Textura.

The rate at which the fee is calculated is 0.22% of contract value up to a maximum of $5,425 USD for projects created before December 1, 2022 and $5,625 USD for projects created after November 30, 2022.

For example, in a project created after December 1, 2022, a $50,000 contract will have a fee of $50,000 x 0.22% = $110. In the same project, a $10,000,000 contract will have a fee of $5,625 ($10,000,000 x 0.22% = $22,000, which is more than the maximum and so the maximum fee of $5,625 would apply).

An organisation acting as a Sub-Tier organisation with a sub-tier contract will incur a flat fee of $150 USD, regardless of sub-tier contract value.

After the contract is confirmed, Oracle Textura will automatically submit this fee for payment to your bank or credit card, as indicated in your organisation profile. Contract value may change over time and fees will be revised for significant changes until completion of this contract. Portions of the contract billed outside of Oracle Textura are excluded from fee calculations. Amount Paid, if greater than Contract Value, will be used for fee calculations.

See About the Usage Fees Page for more information on usage fees.

Confirming a Textura Contract

Confirming a contract in Textura
1. Sign in to Textura.
2. From the Tasks menu in the header at the top of the page, select My Tasks.
3. Select the action for contract you want to confirm.
4. Review the details of the contract.
5. Select Confirm.
I cannot confirm my contract
There are two reasons why you may be unable to confirm a contract in TPM.
- You need to complete your account setup workflow for your organisation in TPM.
- You need to complete your Subcontractor organisation Oracle Store registration, or your Oracle Store order for TPM was not provisioned. To check if you completed your Oracle Store Registration, look for an email entitled Account Setup Complete in the inbox for the email you used to create a username on the Oracle Cloud Store.
  Note: If you do not see the email in your inbox, try looking in your spam folder.
  
  Textura Support can view the status of the Oracle Store Order if an organisation can provide the Order Number and the CSI Number.

Managing Variations

Adding a variation with your claim
As part of the progress claim submission process, Subcontractors can submit variations on their contracts and claim against them.

To add a new variation:
1. From the Enter Billing Details page, select Add Variations.
2. Enter details in the fields provided:
  - Number: An identifying number for the variation request
  - Title: A heading for the variation request
  - Description: Details of the works covered under the variation request
  - Attachments: Optional. Add relevant files to the variation assessment, such as work orders or site photos
  - Work Started: Optional. Denotes whether the works covered under the variation request have commenced
  - Proceed Date: Optional. A reference date for the variation request
3. To submit additional variations, select +Add Line.
4. Use Select to choose which variations to include in this current claim, then select the Submit Selected button to confirm the details. Each individual variation will appear in the progress claim.
5. To claim against your variations, select a Submitted Variation and enter a value in either the % Complete or Work This Period column.
  Notes:
  - Once submitted, your organisation cannot edit variations and their values. You are still required to claim against submitted variations when entering billing details.
  - You can also submit or review your variation register from the My Contract menu at the top of any project page. From this menu, select Request Variation.

Completing the Claims Process

Submitting a progress claim
When the Head Contractor opens and invites you to a new billing period, you can begin your claim process. You will receive an email with further details about the claim period.
1. From the Project Home page for the project with an open claims period, select the Enter Progress Claim action from under the respective Open Period section.
2. On the Progress tab of the Enter Billing Details page, enter the amount to be claimed against each line item. You can record your claim amounts by adding a value in any of the following three fields:
  - Work This Period: Dollar value of works completed in the given period
  - Completed to Date: Dollar value of total works completed to date
  - % Complete: Percentage of total works completed to date
3. Create, submit, or claim against variations.
4. Select Save & Continue.
  After you choose to save the claim information you entered on the Progress tab and choose to continue your claiming process, TPM may prompt you to add additional information, such as the contact and billing information for any Sub-Tier Subcontractor you subcontracted out for this period. If you have Sub-Tier organisations to record, enter the information on this tab. Once finished, or if you do not have any Sub-Tier information to include, select Save & Continue.
5. The retention summary display shows your retention status to date and in the in the current period. If applicable, you can claim retention previously held on your contract. The status message under the page header indicates if you can claim retention. Once complete, select Save & Continue.
6. View the summary of your billings and retention for this period.
7. If any data looks incorrect, use the progress indicators at the top of the page to return to the Progress tab of the Your Billing Workflow and re-enter the correct values.
  - If your data is all correct, select Yes, proceed to signing. Textura generates a copy of your billing documents for your Signers.
    A DocuSign window opens with your progress claim.
    1. Select Continue and Start to review your document.
    2. Select the Sign link in the document to sign your claim.
8. To finalise the signature, select the Finish link on the top-right-hand corner of the page.
9. If a Statutory Declaration or Form1 is required, select Sign Statutory Declaration/Form 1 on the Review & Sign page.
  DocuSign window will open with your statutory declaration.
  1. Select Continue and Start to review the document.
  2. Select the Sign link in the document to sign your Statutory Declaration or Form1.
10. To finalise the signature, select Finish on the top-right-hand corner of the page.
  Once completed, you will see a Success message, confirming that claim documents have been submitted.
I cannot claim or sign any documents
You may not have the correct user permissions or project roles to perform these actions. If you are an Enterprise or Local Administrator, you can review and update your user permissions on the User Profile. To claim, you need the Manage Projects permission. If you are managing compliance documentation you need the Manage Compliance permission. To sign documents, you need the Sign on Behalf of the Company permission.

If your user permissions are correct, review the user permissions assigned to you for the project.
1. From the Project Setup menu at the top of the Project Home page, select User Roles.
2. On the User Roles page, ensure you have the following user role assigned to you, depending on which action you need to perform:
  - Project Manager: Assign or reassign project responsibilities, whether or not they are Administrators
  - Compliance Manager: Manage document compliance
  - Signer: Sign project documents on behalf of the company, including the progress claim.
  In order to claim on TPM, you need at least one user in your organisation assigned to each role.
  
  Note: Only Enterprise Administrators, Local Administrators, and users who were already assigned the Project Manager (PM) user role can assign user roles. If you are not an administrator for your organisation or a PM for the project on TPM and you need to be assigned one of these roles, contact an administrative Textura user in your organisation or the project's PM for assistance.
3. If you are already a PM or an Administrator, select the Signer user role to allow yourself to sign documents.
4. When finished selecting your desired user roles, select the Save button.
I submitted my claim, but need to adjust my final amounts
I do not see any open periods to submit my claim
I missed the cutoff date to enter my progress claim

Uploading Compliance Documents

Uploading your compliance documents
To upload your compliance documents:
1. From the Compliance menu at the top of the Project Home page, select My Requirement Status.
2. Use the Submit links to upload compliance documents.
3. Use the tabs to navigate across different compliance requirements.
4. Once Subcontractor submits a document, a View link displays in the table.
  A Head Contractor needs to review and update the Subcontractor’s compliance status for it to change.
I received an email saying my payment is on hold due to compliance

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