Contract Management – Back Charge

Change Orders/Variations | Delay Notice | Extension of Time (EOT)

Non-Conformance | Project Instruction | Submittals

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Back Charge

Create a Back Charge notice

To create a Back Charge notice, follow the steps below.

Step 1:  Go to the Back Charge register

Navigate to your project’s Management module and click on the Back Charge notice tool to access the Back Charge register.

Step 2:  Click the “CREATE” button

Click the “CREATE” button to start completing your notice information.

Step 3:  Add recipients

First, type into the “To” field to search for the contact you would like to address the Back Charge notice to.

You can then type into the “Cc” field to include any other related contacts in the notice and all related correspondence (e.g. project team members).

If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.

Note: you can search for anyone in your address book by contact name, email address or company name. Contacts do not require a WeBuild account to view, download or respond to your notice.

Step 4:  Add notice information and cost details

Add the title of your notice, a description of the Back Charge and the related cost details.

Step 5:  Add markups or other attachments (optional)

Click the small floating paperclip button to reveal the attachment options for your notice.

  1. Attach a plan/file from your document register to your notice
  2. Markup a plan from your document register and attach it to your notice
  3. Attach any form notice from your Management module to your notice
  4. Attach a photo or file from your device to your notice

Step 6:  Send, Save or Save as draft

After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:

  1. Send (email notifications are sent to recipients)
  2. Save (email notifications are not sent to recipients, but notice is logged)
  3. Save as draft (come back to your notice later)

Step 7:  Notifications (if sent)

After sending a Back Charge notice, each contact receives an email notification like the one in the example below.

Recipients can click the “Download Notice” button to download the Back Charge notice pdf and any related attachments or click “View Details” button to view the Back Charge notice and related files via the interface.

A record of the Back Charge notice is added to your project’s Back Charge register with all related information, including a date/time stamp for download activity.

Example: Back Charge notice pdf file

Step 8:  Responses or questions

All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.

Back Charge notice senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.

All replies to Back Charge notice emails and messages will also be logged in the “COMMENTS” tab of the Back Charge notice in the interface.

Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.

Edit a Back Charge notice

To create a Back Charge notice, follow the steps below.

Step 1:  Go to the Back Charge register

Navigate to your Management module and click on the Back Charge notice tool to access the Back Charge register.

Step 2:  Click the overflow button

Click the overflow button on the right-hand side of a Back Charge notice block and select “Edit” from the menu.

Step 3:  Add or remove recipients

Add or remove contacts into the “To” field or Cc fields to adjust the recipients of the Back Charge notice.

If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.

Note: You can search for anyone in your address book by contact name, email address or company name. Contacts do not require a Webuild account to view, download or respond to your notice.

Step 4:  Edit notice information and cost details

Edit the title of your notice, a description of the Back Charge or the related cost details.

Step 5:  Add/remove markups or other attachments (optional)

To add an attachment, click the small floating paperclip button to reveal the attachment options for your notice.

  1. Attach a plan/file from your document register to your notice
  2. Markup a plan from your document register and attach it to your notice
  3. Attach any form notice from your Management module to your notice
  4. Attach a photo or file from your device to your notice

To remove an attachment, scroll down to the bottom of the notice and click the “trash” icon, located on the bottom-right of each attachment.

Step 6:  Send, Save or Save as draft

After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:

  1. Send (email notifications are sent to recipients)
  2. Save (email notifications are not sent to recipients, but notice is logged)
  3. Save as draft (come back to your notice later)

Step 7:  Notifications (if sent)

After sending a Back Charge notice, each contact receives an email notification like the one in the example below.

Recipients can click the “Download Notice” button to download the Back Charge notice pdf and any related attachments or click “View Details” button to view the Back Charge notice and related files via the interface.

The existing record of the Back Charge notice is updated in your project’s Back Charge register with all related information, including a date/time stamp for download activity.

Example: Back Charge notice pdf file

Step 8:  Responses or questions

All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.

Back Charge notice senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.

All replies to Back Charge notice emails and messages will also be logged in the “COMMENTS” tab of the Back Charge notice in the interface.

Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.

Export a Back Charge notice

To export a Back Charge notice from your register, follow the steps below.

Step 1:  Go to the Back Charge register

Navigate to your Management module and click on the General Correspondence notice tool to access the Back Charge register.

Step 2:  Click the overflow button

Click the overflow button on the right-hand side of a Back Charge notice block and select “Export” from the menu.

Note: To select multiple Back Charge notices, hover over the notice and click the checkbox on the left-hand side of the notice title.

Example: Back Charge notice pdf file

Share a Back Charge notice

To share a Back Charge notice, follow the steps below.

Step 1:  Go to the Back Charge register

Navigate to your Management module and click on the Back Charge notice tool to access the Back Charge register.

Step 2:  Click the overflow button

Click the overflow button on the right-hand side of a Back Charge notice block and select “Share” from the menu.

Note: To select multiple Back Charge notices to share, hover over the notice and click the checkbox on the left-hand side of the notice title.

Step 3:  Add recipients and share

Add one or more contacts you would like to share your selected notices by typing into the search field and selecting them from the list.

If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.

Note: You can search for anyone in your address book by contact name, email address or company name. Contacts do not require a WeBuild account to view or download shared notices.

Step 4:  Notifications

After sending a Back Charge notice, each contact receives an email notification like the one in the example below.

Recipients can click the “Download Notice” button to download the Back Charge notice pdf and any related attachments.

Example: Back Charge notice pdf file

Duplicate a Back Charge notice

To duplicate a Back Charge notice, follow the steps below.

Step 1:  Go to the Back Charge register

Navigate to your Management module and click on the Back Charge notice tool to access the Back Charge register.

Step 2:  Click the overflow button

Click the overflow button on the right-hand side a Back Charge notice block and select “Duplicate” from the menu.

Step 3:  Add recipients

First, type into the “To” field to search for the contact you would like to address the Back Charge notice to.

You can then type into the “Cc” field to include any other related contacts in the notice and all related correspondence (e.g. project team members).

If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.

Note: You can search for anyone in your address book by contact name, email address or company name. Contacts do not require a Webuild account to view, download or respond to your notice.

Step 4:  Edit notice information and cost details

Edit the title of your notice, a description of the Back Charge or the related cost details.

Step 5:  Add/remove markups or other attachments (optional)

To add an attachment, click the small floating paperclip button to reveal the attachment options for your notice.

  1. Attach a plan/file from your document register to your notice
  2. Markup a plan from your document register and attach it to your notice
  3. Attach any form notice from your Management module to your notice
  4. Attach a photo or file from your device to your notice

To remove an attachment, scroll down to the bottom of the notice and click the “trash” icon, located on the bottom-right of each attachment.

Step 6:  Send, Save or Save as draft

After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:

  1. Send (email notifications are sent to recipients)
  2. Save (email notifications are not sent to recipients, but notice is logged)
  3. Save as draft (come back to your notice later)

Step 7:  Notifications (if sent)

After sending a Back Charge notice, each contact receives an email notification like the one in the example below.

Recipients can click the “Download Notice” button to download the Back Charge notice pdf and any related attachments or click “View Details” button to view the Back Charge notice and related files via the interface.

A record of the Back Charge notice is added to your project’s Back Charge register with all related information, including a date/time stamp for download activity.

Example: Back Charge notice pdf file

Step 8:  Responses or questions

All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.

Back Charge notice senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.

All replies to Back Charge notice emails and messages will also be logged in the “COMMENTS” tab of the Back Charge notice in the interface.

Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.

Remove a Back Charge notice

To remove a Back Charge notice, follow the steps below.

Step 1:  Go to the Back Charge register

Navigate to your Management module and click on the Back Charge notice tool to access the Back Charge register.

Step 2:  Click the overflow button

Click the overflow button on the right-hand side a Back Charge notice block and select “Remove” from the menu.

Click the “OK” button to remove your selected notices.

Note: To select multiple Back Charge notices to remove, hover over the notice and click the checkbox on the left-hand side of the notice title.

Export a Back Charge register report

To export a Back Charge register report, follow the steps below.

Step 1:  Go to the Back Charge register

Navigate to your Management module and click on the Back Charge notice tool to access the Back Charge register.

Step 2:  Select notices

Select the Back Charge notices you would like to include in your Summary Report by hovering over each notice and clicking the checkbox on the left-hand of each notice title.

Step 3:  Click the “SUMMARY” button

Click on the “SUMMARY” button on the floating toolbar to export a report of your Back Charge register.

Example: Back Charge register report pdf file

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