FAQs for Subcontractors (North America)

Creating a User 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, select the following permissions:
    - Manage Projects
    - Manage Compliance
    - Sign on Behalf of Company.
4. Edit your organization profile.
  1. From your Organization Name menu at the top of the page, select Edit Organization.
  2. Update all mandatory fields marked with an asterisk (*):
    - Tax ID: Be sure to follow the required format (12-3456789)
    - Bank Account Details
  3. Select Update Organization.
5. Complete your Oracle store registration.
  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:
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 organization 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.
What happens to my bank account information if my organization is deactivated?
Textura removes all traces of your bank account information from the application if your organization is deactivated.

If someone in your company later reactivates the organization, Textura will send a notification to all of your company's Enterprise Administrator users to prompt them to enter new bank account information. You cannot accept new subcontracts until an Enterprise Administrator enters and saves these banking details on the organization profile.
Do users get automatically deactivated?
Users are only automatically deactivated after a period of time if your organization uses the Days until user deactivation after last login organization setting. Enterprise and Local Administrators can choose to have Textura automatically deactivate users who have not logged in for 30, 60, 90, 180, or 360 days.

Automatic user deactivation will not happen if your organization chose the Do not automatically deactivate option from the Days until user deactivation after last login drop-down menu.

Usage Fees

Understanding Textura usage fees
Textura allows for a range of usage fee options. The organization that owns or administrates the project can determine if usage fees are applicable for participating subcontracted organizations 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 chosen payment method (bank account debit or credit card) upon contract confirmation.

In addition, the following events can also trigger a usage fee recalculation, either upwards or downwards:
- A change order increases the contract value more than 25%
- A change order 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.
For more information on Textura usage fees, see the Textura Store Page.
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 General 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 General Contractor has chosen to pay usage fees for Subcontractors."
- If your organization 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 Working with the Usage Fees Page for more information on usage fees.
How are usage fees paid?
After the contract is confirmed, Oracle Textura will automatically submit this fee for payment to your bank or credit card, as indicated in your organization 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 will be excluded from fee calculations. Amount Paid, if greater than Contract Value, will be used for fee calculations.

Enterprise Administrators can update their bank and credit card details directly in Textura. To update your bank information or credit card, see topic Updating the Organization Profile for Subcontractors and Adding a Credit Card to Pay System Fees.

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 is the contract usage fee calculated?
Textura's pricing approach is an initial fee based on contract value, paid when you accept the contract in Oracle Textura. The usage fee may vary depending on when the project was created.

The rate at which the fee is calculated is 0.22% of contract value up to a maximum of $3,750 for projects created before January 20, 2023 and $5,000 for projects created after January 19, 2023.

For example, in a project created after January 19, 2023, 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 $5,000 ($10,000,000 x 0.22% = $22,000, which is more than the maximum and so the maximum fee of $5,000 would apply).

An organization having a sub-tier contract will incur a flat fee of $100, 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 organization 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 will be excluded from fee calculations. Amount Paid, if greater than Contract Value, will be used for fee calculations.

You can view a record of your usage fees at any time from the Usage Fees page. To access this page, first navigate to a project and then select Usage Fees from the Project Settings menu.

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 organization in TPM.
- You need to complete your Subcontractor organization 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 organization can provide the Order Number and the CSI Number.

Textura Accelerator Payment Programs

Do I need to separately enroll each contract into an offered TPA program?
How much will I be charged for an invoice paid through TPA?

Lien Waivers

I updated my Sub-Tier's lien waiver status so why am I still out of compliance?
Do I need to upload a lien waiver for an LW Sub?
Why am I signing an unconditional lien waiver now?
When you sign an unconditional lien waiver, it is placed in a secure electronic location. The signed version cannot be viewed or accessed until three days after payment has been disbursed. The General Contractor can only view an unsigned version of your unconditional lien waiver prior to payment.

Signing an unconditional lien waiver at the time of invoice submittal ensures you are paid in a timely fashion.

Invoicing

I cannot bill 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 invoice, 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 lien waiver.
  In order to invoice on TPM, you need at least one user in your organization 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 organization 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 organization 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 do not see any open draws to submit my invoice
I missed the cutoff date to enter my invoice
Can I reject my own invoice?
I submitted my invoice but need to adjust my final amounts
What happens if the General Contractor rejects my invoice?

Change Orders

What happens to my usage fee when I have a change order?
Usage fees on Textura are based on your contract value. When you are responsible for paying your own fees, you will receive a refund if your contract value decreases by 25% or more. If a change order increases your contract value by 25% or more, you will need to pay the difference between your previous usage fee and new usage fee based off this new value. These two scenarios are called Fee Events.

Notarization

Why can't I attach my notary seal?
Your image might not fit all requirements. To upload a notary seal, your image must be a:
- PNG file type
- Maximum of 4MB in size.
After uploading an image, it will default to a size of 270px by 105px.
Uploading a notary seal
To upload your notary seal:
1. From the Name Menu at the top of any page, select Edit My Account.
  The Edit User page displays.
2. From the Edit User page, ensure you are assigned the Notarize Documents user permission.
3. Select the Manage Notary button.
  A Notary Information pane opens on the right side of the page.
4. From the Notary Information pane, either:
  - Drag a file to the Upload Notary section of the pane
  - Select the Upload Notary section and navigate to the file you want to upload as your notary seal.
    Note: The file must be a PNG no larger than 4MB and 270px by 105px.
5. Select the Save button.
Watch the Uploading a Notary Seal Video
Do I need to have a notary in my organization?
Creating a notary user
To create a notary user:
1. Follow the Create User workflow.
2. Select the Notarize Documents user permission.
3. Click Manage Notary.
  A Notary Information pane opens on the right side of the page.
4. From the Notary Information pane, complete all required fields.
5. Upload a notary seal.
6. Click Save.
  The Notary Information pane closes.
7. Click Save Profile.
  Note: The above depicts the most common way to set up a notary user. Depending on electronic notarization rules in your state, you may need to include additional steps or complete other requirements.
Notarizing a Document for Subcontractors
As a notary public with an account on TPM, you will witness the Signer applying their signature to a document and then you will electronically notarize that signature from the same computer.

Note: Your notary signing process may differ slightly between projects. Project settings, invoice documents, conditional and unconditional lien waivers, and sworn statements chosen for the project affect how both documents are signed and how you will notarize those signatures.

Complete the following steps to notarize a document from Your Billing Workflow:
1. Select the Review & Sign tab.
2. From the Sign Billing Documents or Sign Lien Waivers card, enter your username and password for your notary account.
3. Select the Login Notary button.
  If your Notary login has been verified, the Notarize button is activated.
4. The Signer signs the documents by selecting the Sign Billing Documents or Sign Lien Waiver button.
5. Select the Notarize Documents button.
  Notaries commissioned by the state of Colorado need to include DAN information when notarizing projects. See Notarizing Documents with a Document Authentication Number for Subcontractors for more details.
  
  All documents requiring notarization open up in a DocuSign portal. Instructions appear at the top of the page.
6. From the top of the DocuSign page, select the Continue button.
7. Optional. Select Start to help guide you through the signing process. Each time you apply your signature, a blue tab helps direct you towards the next step.
8. Select the highlighted area in the document to apply your signature.
  If your state requires a Notary Seal, select the highlighted area in the document to apply your seal.
9. Continue through all of your documents, applying your signature to all highlighted fields.
10. After you apply your signature to all of the highlighted areas, select the Finish button at the top of the page.
  When the signing user submits the invoice, the draw moves to the Pending Payment section on their Project Home page.
Bypassing Electronic Notarization
If a General Contractor enables the electronic notarization bypass workflow, you can skip the electronic notarization step when signing a document which needs notarization on TPM. Instead, you will scan and upload an image of your document signed and notarized in the traditional pen and paper way after you complete your signing process.

To bypass electronic notarization while signing a document:
1. Navigate to Your Billing Workflow for Subcontractors
  - The action to Enter Billing Details for Draw appears under Tasks. You can find it on the Tasks, Project Home, and the Draw Home pages.
    Notes:
    
    The Enter Billing Details task remains available until the invoice is signed.
    
    The name of this link changes depending on your workflow step. For example, you may see Record Sub-Tiers if you already entered progress or retention billing amounts.
    
    If you are accessing your Billing Workflow as a part of the signing process, you will see a Sign Invoice link on the Tasks, Project Home, and Draw Home pages.
2. From the Review tab, select the Sign Billing Documents button.
  If the document requires notarization, there will be a section for your electronic notary to add their sign in credentials. When a project allows the electronic notarization bypass workflow, you will see the Offline Notarization section displayed with instructions explaining the process.
3. Select the Bypass Electronic Notarization button.
4. Follow the instructions displayed on the Offline Notarization card.
5. Select Sign Billing Documents to continue your signing process.
  See Signing Documents for Subcontractors for how to electronically sign documents on TPM.
View a video guide on how to bypass electronic notarization.
My Notary cannot use the link I sent to sign documents
You should not send a link to a notary for them to notarize your documents remotely. To electronically notarize a document on Textura, the notary needs to be present to witness you signing your documents. After you sign a document that requires notarization, the notary will enter their notary credentials as a part of your billing workflow. Textura does not support remote electronic notarization and both the Signer and notary must be at the same computer at the time of signing.

If you are unable to sign documents from the same location as your notary, you may be able to bypass the electronic notarization workflow if the General Contractor allows it. The ability to bypass this workflow is up to the General Contractor's discretion and may not be available under all circumstances. Contact your General Contractor.

Schedule of Values

How should I fill out my Schedule of Values?
My Schedule of Values is out of balance. What do I do?
If the Schedule of Values (SoV) is out of balance, it means your Working Totals and Totals values do not match. There are two reasons why an SoV may become out of balance.

There are Budgeting Errors

Navigate to the Edit Schedule of Values page. Make corrections to the red fields and save the page. When the SoV is in balance, the Working Totals and Totals amounts will both display in black.

If you cannot edit your Schedule of Values, but you do have the Project Manager role, the General Contractor is using the Specified SoV contract setting and enters budget information on your behalf. Contact your General Contractor if you need them to update your budget.

See Breaking Out Subcontractor SoV Manually.

Change Orders Need Allocating

Select the Required: Edit Change Orders link on the Project Home page to navigate to the Allocate Change Orders page. Enter the change order value in the Allocate column.

Change orders must be entered one at a time. You must allocate the first variation and save before the system prompts you with the next one.

See Allocate Change Orders for Subcontractors.
Why does my Schedule of Values have multiple tables?
If your subcontract includes multiple components (sections of work), the Schedule of Values (SoV) will show separate tables for each component in your contract on the Edit Schedule of Values page.

You can edit each table as you would normally edit a line item, but the sum of the lines in each component must always equal the amounts in the Totals line.

Most Subcontractors will only see a single table on their Edit Work Breakdown page.
How do I download my Schedule of Values (SoV) into an Excel file?
To download your Schedule of Values (SoV) as an excel file:
1. From the Tools menu at the top of any page, select the Download Excel Utility link.
  The Generate Reports page displays. Textura already selected the Budget with Draw Detail Report.
2. Select one or more projects to include in the report.
3. Use the calendar widget to select the window of time the report should cover.
  Note: You do not need to choose a To Period Draw Date, but the report will not generate without a From Period Draw Date selection.
4. Select Generate Report.
  Textura generates report details in the background. When the process completes, you can access the report from the View Reports page.
Watch the Downloading My Schedule of Values into an Excel Account Video

Compliance

Uploading Your Compliance Documents
Only users assigned the Compliance Manager project role can upload compliance documents.

If you are a Compliance Manager:
1. From your Home page, select the project with outstanding compliance documents.
2. From the Compliance menu at the top of the page, select My Document Status.
3. The My Document Status page displays.
4. You will use this page to submit any legal documents the General Contractor requires for the project. Depending on the type of requirement, you will need to submit documentation once, repeatedly on a schedule, or if your submitted invoice fulfills a preset condition.
  See My Document Status and Working with the My Document Status page for more information on legal document requirements.
  
  Watch the Uploading Your Compliance Documents Video
What is an organization level hold?
Depending on a General Contractor's settings, you may be automatically placed on an organization level hold when someone in your organization changes details in your organization profile, including banking information. Organization level holds provide an extra layer of protection to ensure changed banking and account details were not fraudulent.

Contact your General Contractor to let them know your organization updates are legitimate and ask them to remove the hold.

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