Every firm will have a project that requires work outside the original scope, which results in an Additional Services contract being approved by the client.

Depending on the terms, amount, scope, and logistics around your Additional Services contract you'll want to set up these new fees differently from project to project.

With that in mind, we've built Monograph to be flexible and provide you with 3 different methods for including additional services onto your project.

  • METHOD 1 - Edit an Existing Project Phase with New Budget
  • METHOD 2 - Add a New Phase with a Fixed Fee
  • METHOD 3 - Add a New Phase with an Hourly Fee

METHOD 1 - Edit an Existing Project Phase with New Budget

Best for small scale projects or straight forward budget adjustments

Scenario

You have a contract to design a residential kitchen. The contract spans Schematic Design, Design Development, and Construction Documentation, and each phase has a budget of $10k, leaving you with a Total Fee of $30k. During Construction Documentation, the client requests a revision to the drawing set that is outside your scope of work. As a result, they have approved an additional services contract of $5,000.

If you are going to be collecting the full $5,000 regardless of how many hours you work on the revision, you'll simply revise the budget of the CD phase - making the CD phase budget $15k and your Total Fee $35k.

How to Edit an Existing Project Phase with New Budget

  1. Go to the project and click "Edit" on the top right-hand corner
  2. Click on the "Planner" tab underneath the project name on left-side
  3. Click on the editor button next to "Total Fee". In the Budget Calculator, you'll need to unlock both Total Fee and Project Budget to adjust the phase. (see image below)

4. Then go to the phase you'd like to adjust, and unlock the Budget field. Edit to your desired number and lock again.

5. Now your that Total Fee, will have adjusted to be a sum of all your phase's budgets, you'll want to lock it in place.

6. Return to the Budget Calculator and lock both your Total Fee and Project Budget to prevent any further adjustments.

7. If you'd like to track hours related to this fee increase you can create a global activity that can be selected within the timesheet when logging time for the project.



💡 Important Definitions

  • A phase with "Fixed Fee" means that the budget will roll upward (aka aggregate) and automatically adjust the "Total Fee" and "Project Budget". Because the assumption is that you'll be earning the fixed fee available for that phase.
  • A phase with an "Hourly Fee" will also display a field for a "Max Cap" beside it. A "Max Cap" is your agreed upon not to exceed amount OR your initial estimate. A phase set to hourly will NOT roll upward into the "Total Fee" or "Project Budget" because we do not know the total amount that you'll actually earn for the phase.
  • We always encourage users to fill the Max Cap to the best of their professional experience and lock it because completing the Max Cap will allow us to show you the Money Gantt for the project.
  • If you'd like all your phases to roll up into the Total Fee and Project Budget, set them to be "Fixed Fee", treating the Budget for the phase as your expected earnings or not to exceed the amount, and adjusting more/less as you go.

METHOD 2 - Add a New Phase with a Fixed Fee

Best for medium to large-scale projects where you'd like to add an additional services phase that has a flat fee you'll earn, and want to invoice separately for.

Scenario

You have been working on Construction Administration for a University building.

The client has agreed to an additional services contract for you to oversee the installation work of security cameras. The contract is for a flat fee of $15k - meaning whether your team works 5 or 100 hours you'll still earn an additional $15k on top of the total fee.

This is a new type of additional services contract, and you'd like to understand how much work you put in to improve future proposals and want your team to log all related hours to a specific phase - "CA Additional Services - Security Cameras".

How to Add a New Phase with a Fixed Fee

  1. Make sure you've read the "Important Definitions" section before proceeding
  2. Next, go to the project and click "Edit" on the top right-hand corner
  3. Click on the "Planner" tab underneath the project name on left-side
  4. Click on the editor button next to "Total Fee". In the Budget Calculator, you'll need to unlock both the Total Fee and Project Budget to adjust the phase.

4. Next click on "+ Add Phase", scroll to the end, and select to create a custom phase. In the pop-up module, enter the phase details.

5. Then go to the new phase and edit to your desired number and click to lock.

6. Return to the Budget Calculator and lock both your Total Fee and Project Budget to prevent any further adjustments.

7. When tracking hours, you'll be able to log them to the new phase and the Money Gantt will show you if you are on track, ahead, or behind.


METHOD 3 - Add a New Phase with an Hourly Fee

Best for medium to large-scale projects where you will be invoicing a small amount of work based on hours worked.

Scenario

You are currently working on the Concept Design phase of a new condominium and the client has requested to see a 3rd facade study. For this 3rd study, the client approves additional services contract with a not to exceed the amount of $10,000.

The amount you earn on this phase is directly tied to the number of billable hours you work up to $10,000.

Meaning, if your Total Fee for Concept Design was $20,000, getting this additional services contract does not make it $30,000 because it is unknown how many hours you'll work. The client could decide after 1 rendering that no further work is needed, and perhaps you'll only bill $3,450 in additional services.

You'll need to know how far along you are in the phase, which will require you to track hours against a new phase - "CD Additional Services - 3rd Facade Study".

How to Add a New Phase with an Hourly Fee

  1. Make sure you've read the "Important Definitions" section before proceeding
  2. Next, go to the project and click "Edit" on the top right-hand corner
  3. Click on the "Planner" tab underneath the project name on left-side
  4. Then click on "+ Add Phase", scroll to the end, and select to create a custom phase. In the pop-up module, enter the phase details and select Hourly.

5. Within the planner, go to the phase and add a "Max Cap" amount and click to lock. Remember that a Max Cap amount is either (1) your agreed upon not to exceed the amount, or (2) your internal best estimate for the task, example a rendering usually takes 8hr @ $100/hr then Max Cap would be $800.

6. When tracking hours, you'll be able to log them to the new phase and the Money Gantt will show you if you are on track, ahead, or behind.

Remember, any phase set to hourly will not roll up or aggregate to your "Total Fee" because we do not yet know what you will collect in earnings for this phase because a set amount is not guaranteed. If you do have a guaranteed fee for the phase, then make it "Fixed Fee" so that it aggregates to the total.

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