CoConstruct USER GUIDE

INTRODUCTION

CoConstruct helps coordinate all of our projects, communication, and financial information in one place. We use this tool to communicate with each other through messages and to-do's, coordinate schedules between our general and subcontractors, and track each project’s orders and expenses. It will greatly improve your efficiency and make you more money.

We believe in this product so much that we spend ~$1,000 a month to provide it as a tool to help you complete houses more efficiently.

CREATION OF ACCOUNT

You should have received an invitation from Burr Oak Capital to join us on CoConstruct as a user or a trade partner.

You will create your password. If you forget your password, please don't hesitate to contact us, and we can reset it for you.

If you would like the CoConstruct app for your phone, please, watch this video to know how.

Note: Not all functions are available in the app; however, it is great for to-do's, messages, and uploading pictures!

Re_ [CoConstruct Support] sharing pics with clients.pdf

On your left is a sample of a conversational thread between Jeff and a CoConstruct support representative. Jeff escalated an issue about sharing pictures with clients in CoConstruct.

The representative then searched for a solution to Jeff's problem. Finally, the conclusion the rep suggested is to request their browser to use the desktop site rather than the mobile version.

Please open the file on your right for reference.

This guide contains links to Training Videos created by the Burr Oak Capital team to demonstrate our procedures so that we can work together efficiently and communicate effectively.

If you have any questions or require further information, please reach out to Andrea through email: andrea@burroak.capital or text or call her at 859-396-5541

HOW TO DOCUMENTS

These are the Bible of Burr Oak Capital. They will demonstrate how to complete all work according to our processes. Links to them are automatically sent out with all bid requests so subcontractors can read them.

Please be sure that you are familiar with our standards. This will make your job easier and make you more money. It will also provide you with guidance on how to complete our jobs.

MUST READ!!!

On your right is a sample of what usually happens when we neglect to document things in CoConstruct.

The very reason why we MUST ALWAYS ensure to record all property-related communication in CoConstruct and tag the person/s involved.

When asking question

Yes, it is recommended to be direct to the point, but the goal of asking questions is to get an answer, and to do that, the question should be clear and understandable.

In the example on the left, the question is direct to the point but not understandable in the sense that it lacks details. If we want to have a clear answer, we can use a picture and such to show what we meant so that the reader can really understand what you asked.

How to answer multi-faceted concerns?

This is one way to do it.

You can see the below screenshot is how Daniel used a bullet point under Erin's original comments.

Using this method is very helpful to easily understand the response and the whole conversation, it will be much better if maybe the response is highlighted or in bold font so that it can be easily distinguished from the concern.

On below screenshot, we can see Erin's multi concerns for the final Matterport of the property.

COCONSTRUCT HELPS TO TRACK THINGS

Please make use of CoConstruct like it is your tracker or monitoring tool. With that mindset and habit, we can ensure everyone gets paid for their work. Utilize CoConstruct properly and efficiently.

Alongside is an example of why we use CoConstruct to help track things.

Above is an example of how you'll notify the POCs (Point of Contacts) in CoConstruct - Misty tagged Burr Oak Capital - Project Transitions. Richard Butchayo will be notified through email because he is the assigned POC for the project transition.

Scheduling

We are not using this feature right now. We're working on a plan to implement this tool in the near future.

To-Do's

In addition to the scheduling feature above, CoConstruct To-Do's are a great way to assign tasks to other team members or trade partners.

Some examples of how we use To Do's are to request utilities to be turned on or off by creating a to-do and tagging “Utilities." You may also submit receipts for items purchased by tagging “Receipts & Refunds” and attaching the receipt.

**Please remember to mark each To-do as COMPLETE when a specific task has been completed. For example: If you request a dumpster delivery, mark this complete once the dumpster has been delivered. If you need a swap-out or are ready for removal, please create a new To-Do. This also helps us to know which requests are still open and need attention.

For example, here is a video demonstrating how to Request a kDumpst (video)

IMPORTANT!!!

Click link below to know more about How to make a To-Do's.

How to Make a To-Do

How to make sure that the photos or documents we upload in CoConstruct To-Dos are visible to Trade Partners.

We have to ensure that the 3 people icon on the uploaded attachments is on "green", this means that the documents are visible to trade partners.

It is important that the attachments are visible to trade partners because they often use them as references, example our the receipts for Home Depot Order.

This is how to do it;

Photos below show that the documents are not visible to trade partners; the 3 people icon is not on "green".

This photo show that the attached documents are visible to trade partners, notice that the 3 people icon is on "Green"

We usually purchase materials from Home Depot, but we use Lowe's instead of Home Depot- in locations where there is not a Home Depot within 30 miles. The place we are approving to use Lowe's paint products is in Russell & Maysville, Carlisle, Mt. Sterling and Frankfort. We order from Home Depot for Richmond (for now). Will adopt Justin's color scheme from Lowe's

When asking for Jeff's approval on materials orders, tag him at Burr Oak Capital - Material Orders Jeff Moore; Jeff will approve material orders every Monday, Wednesday and Friday.

IMPORTANT: WHEN ASKING JEFF FOR PRE-APPROVAL, HE NEEDS THE SCREENSHOT OF THE CART.

MATERIALS PURCHASED FOR PROPERTY

The Project Managers will order materials, such as a tankless water heater or HVAC security cage for each project.

If you use these materials on a DIFFERENT project, please create a To-do and tag @Material/Supply Transfers with a list of materials so that the expenses are allocated to the right property.

PLACING ABC SUPPLY ORDER

Make a To-do, tag “Suppliers - ABC Supply,” and type all items you need in the description. Then, send a message, making a comment available to the trade partner, by again selecting “Suppliers - ABC supply." Comment something to the effect of "here is our order" and let me know if you have any questions.

When placing ABC material orders, please tag SABRINA (Quotation) and JUAN CHARRY to request the quotation of materials, then ask Jeff for approval once the quote is available.

DELIVERY OF ORDER

We should not have materials delivered to a property if the PM is not onsite. Nothing should be delivered to a job site without anyone receiving it because the material will get stolen.

That's why the project manager should be the supplier's contact person so they can arrange the time and date of the delivery.

PLACING HOME DEPOT ORDERS

Jeff has also compiled Shopping lists (video) to simplify the ordering process. Make sure that you have a personal Home Depot account set up and that you are signed into it on both the app and the Home Depot website so that your cart will be consistent across apps.

**For orders of $1,000 or more, we will pay to deliver the items. Any orders less than $1,000 will need to be picked up.

To know more about this, click the link below;

Home Depot Order Process & Lists

Watch this video to know the process on how to order on Home Depot's website.

Home Depot Quote.MP4

When you purchased from Home Depot :

It is CRITICALLY important that we use Jeff's proXTRA number and your Burr Oak Capital accounts for order, because that will save us around 15% DISCOUNT on top of whatever discounts you might get in your own accounts.

REQUESTING BIDS FROM SUBCONTRACTORS

Note: These functions must be performed through the website – NOT on the app.

Spec/Selection templates have been created for each project manager and loaded into the project. When creating an invoice or purchase order for yourself, you will select the appropriate line items and enter the quantity (for example, 10 windows installed or 100 linear feet of soffit wrap). This process will save time for YOU and BURR OAK CAPITAL so that we can all do what we want to do - building houses!

The videos below demonstrate the process of requesting, responding, and awarding a bid to a Subcontractor or Trade Partner

CoConstruct Bid Process Step 1

Responding to a Bid Request

CoConstruct Bid Process Step 2

**Note: PMs do NOT accept the Purchase Order on behalf of the Trade Partner or other contractors.

CoConstruct Bid Process Step 3

Approving trade partner’s invoice for payment

If you receive an invoice for work that was in process prior to the implementation of the bidding/PO process, first check for existing purchase orders for this project.

Entering A Variance

We do this when a bid is higher than the actual invoice or purchase order or vice versa.

As a rule of thumb, variances should just be used for alterations to a job. A purchase order should have everything that we think needs to be done at the start. This will allow us to track things well, and not have a bunch of different bills in different places. The fewer purchase orders that we have on a per contractor basis, the better tracking will be when someone has questions about what has been paid, and what has not.

The goal here is to make this easy for everyone. Having a single purchase order will also make it so that there is only a single email chain that people need to respond to, rather than multiple ones for the same job.

Responding to bid requests AND PURCHASE ORDERS AS A TRADE PARTNER to get paid

You will receive a Bid Request email from Burr Oak Capital, where you can respond with your price to complete the job you are bidding. Please watch the video in this section for a complete description of this process.

Once the bid is awarded to you, you will receive an email for the purchase order that you will need to accept, this is where you need to submit your final invoice and attach photos of completed works and inspection stickers (if required). If you do not have an invoice, you may describe the work completed in the email and the percentage of completion (if not 100% complete and request a partial draw).

Documenting your progress and submitting AN invoice for payment

PAYMENT PROCESS FOR PROJECT MANAGERS

It is super important to follow the steps to make sure you receive payment for your work promptly! If you have questions about an accounting code, please get in touch with Andrea. It is important to provide detailed information to know exactly what work has been completed and to include photos.

Remember, you cannot mark your bills as “ready to be paid." You must include photos and a message by replying to the email thread associated with this PO, and Jeff will approve your bill for payment.

PURCHASE ORDER TO APPROVE

Please note that the deadline for submission of Purchase Order (PO) is until Sunday by 9 pm only.

When a bid is moved to a PO or a PO is created from scratch, and a bill is added, we must tag Jeff for approval and for him to mark the bill ready to pay.

It is also important that when Jeff instructs any invoice or transaction to be moved to a PO, to make sure that we link pictures and invoices to that PO and provide the link to the coconstruct conversation thread.

However, certain POs require a different point of contact person to mark it as payment.

Here are the lists:

Negative variances, please tag Richard Butchayo

Lawn / Mowing, please tag Richard Butchayo

Click the below link to step-by-step process;

How to Make a Purchase Order

Asking for approval of Purchase order.

Tag Jeff for approval if the amount is MORE THAN $250;

otherwise, tag "@Burr Oak Capital - Approve PO $250 or less " if the amount is $250 or less.

When asking for approval for a PO to be marked as for payment or for the bidding estimates approval. Always turn off the "trade partner" mode on the comment section, we do this so that our trade partner will not get any unnecessary email.

NOTE: When asking for Jeff's approval on Purchase order , tag him at Burr Oak Capital - Purchase orders Jeff Moore; Jeff will approve purchase orders every Monday.

PHOTOS OF COMPLETED WORKS

Zooming out on photos on PO’s to see the whole picture

When taking photos, step back to include more of the surroundings and the subject in the frame. This will provide a clearer view of the entire area and the extent of the work done.

It verifies that all aspects of the project are complete and meet the specified standards, avoiding overlooked details. This comprehensive view helps assess overall quality and consistency, ensuring no defects or areas needing improvement are missed. It also confirms alignment with project specifications and compliance with industry standards.

Zoom out your photos more so we can tell how much was actually done.

These photos are example of how NOT to take pics, because it doesn't show to whole picture of the works done.

All contractors are expected to upload photos of their work.

For 360° pictures, here’s how to begin: Setting up 360 camera.

Here's how to upload photos in CoConstruct

NEGATIVE VARIANCE

We do this when the actual invoice is higher than the bid.

Here's the video on how to create a Negative Variance

Creating negative varianceThis is "Creating negative variance" by Andrea Tew on Vimeo, the home for high quality videos and the people who love them.

There will be 2 parts to the creation of Negative variance

First part: We have to add a bill on the existing PO that we need to create a variance

Second part: Create another PO (Variance) to offset the added bill on the existing PO

NEGATIVE VARIANCE (First Part) : Add a bill on the existing PO that where we need to create the variance

In the purchase order section of the project in CoConstruct, Click on the PO that needed a negative variance .

2. Under Bill; Click on Add

3. Select bill date and due date

4. Input the amount of the variance. If there are different line items, make sure to edit the amount of the correct line item, and input zero on the other line item.

Click save to finalize.

5. After adding the bill, ask for approval.

Tag Jeff for approval if the amount is MORE THAN $250; Otherwise, tag "@Burr Oak Capital - Approve PO $250 or less " if the amount is $250 or less.

Always turn off the "trade partner" mode on the comment section, we do this so that our trade partner will not get any unnecessary email.

Note: Attach any related invoice/documents.

Click SEND to finalize.

NOTE: When asking for Jeff's approval on Purchase order , tag him at Burr Oak Capital - Purchase orders Jeff Moore; Jeff will approve purchase orders every Monday.

Negative Variance 2nd part: Create another PO (Variance) to offset the added bill on the existing PO

In the purchase order section of the project in CoConstruct.

Click "+ new" , then select Purchase Order.

2. Type tile "Negative variance-(Counterpart PO)"

3. Check the "Variance box", Click on Select associated PO for the variance, then choose the PO where you created the variance.

4. Click on Select a Trade Partner and input/choose the TP's name

The trade partner should be the same with the associated PO.

5. Input data on line items.

Note: Details should be the same with the associated PO with the negative variance.

-Choose a" Variance code"

-Use the same accounting code

-Amount should be in NEGATIVE

-Click "Release" to SAVE

6. To add a bill, look for the newly created PO. Usually, newly created PO is on the bottom part.

Click on that PO.

7. Under Bills, click on +add

8. Add the dates and click SAVE

9. After adding the bill, ask for approval.

Tag Jeff for approval if the amount is MORE THAN $250; Otherwise, tag "@Burr Oak Capital - Approve PO $250 or less " if the amount is $250 or less.

Always turn off the "trade partner" mode on the comment section, we do this so that our trade partner will not get any unnecessary email.

Note: Attach any related invoice.

Click SEND to finalize.

REFUND AND REIMBURSEMENT

REFUND

As a project manager, you will place orders with Home Depot through CoConstruct. After Jeff gives written approval in CoConstruct, Home Depot will then process payment for the order using the BOC Credit Card on file and will send a final receipt with an estimated pickup/delivery date. Once payment is made, Home Depot will begin pulling all of the items in your order for pick up or delivery. Since these orders are paid for prior to the PM receiving the materials, you must verify that all items on your order have been received at pickup or delivery. You should reference the payment receipt sent in CoConstruct from Home Depot. If an item is missing, please inform someone at the pick-up desk immediately. If the item is not immediately located, you will need to request for the item to be ordered or for a refund to be issued (please add notes about the situation in CoConstruct in the To-Do). If you can't resolve it in the store, you will need to send a message in CoConstruct to the person who processed your order at HD to inform them of the missing items and that you were not able to resolve in the store, so you will need the item to be ordered or a refund.

As mentioned above, the materials have already been paid using the Burr Oak Capital’s Sparks Card. In these cases, straight forward reimbursement or Register re-ring may happen.

Straight Forward refund – The Home Depot will credit back the whole amount of the wrong materials back to the Spark Card of Burr Oak Capital, then the Burr Oak Capital Bookkeeping team will handle the rest.

Register Re-ring- Home Depot does what they call a Register Re-Ring. What happens here is that instead of returning the cost of the wrong materials back to the Spark Card, then ringing up the correct materials, the amount of wrong materials will be used to pay for the new and correct item and then any difference in cost gets returned to the card or charged to the card.

It is also important to keep in mind that all the refund should be credited back to Burr Oak Capital Card. It is important that you understand how the Home Depot refund process works, even though most of the work is on the part of the Burr Oak Capital bookkeeping team.

REIMBURSEMENT

As a project manager, there will be a time that you will need to pick up a few things quickly. In this case, Burr Oak Capital will reimburse the total amount of the items that you paid from your own pocket.

To get reimbursed, create a purchase order. Follow the process of creating a purchase order; here is the link,

How to make a Purchase Order.

Remember to attach a copy of the receipt to the Purchase order.

You won't get reimbursed if there is no attached receipt. Lastly, tag Jeff for approval.

NOTE:

If in case we are deducting 10% from your pay as part of your Worker Compensation Insurance and you include the reimbursement in an existing purchase order together with your other pay. Rest assured that the bookkeeping team does not include the reimbursable amount to the computation of 10% deduction.

When you purchase from Home Depot using your own money.

Current CoConstruct team member profiles

This board lists the CoConstruct Profiles created to provide administrative assistance to the Project Managers. Here is the list of point of contact persons