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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 I - Edit an Existing Project Phase with New Budget
Method II - Add a New Phase with a Fixed Fee
Method III - Add a New Phase with an Hourly Fee
Method I - Edit an Existing Project Phase with New Budget
This is best for small-scale projects or straightforward budget adjustments. A scenario such as 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. Click on the project and then click on the Budget page in the sub-menu.
2. In the Firm Services tab, click on the Edit icon next to Service Fee".
3. A pop-up will appear prompting for the new Service Fee. Please note that this total should NOT include any Hourly Services.
4. After entering the new Service Fee, go to the phase you'd like to adjust and click on the Edit Phase button. Edit to your desired Budget or Percentage and click Save.
5. After saving any necessary phase adjustments, the totals at the top of the page will update accordingly.
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". This is 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 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 II - Add a New Phase with a Fixed Fee
This is 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. A scenario such as 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. Ensure you have read the "Important Definitions" section above before proceeding.
2. Click on the project and then click on the Budget page in the sub-menu.
3. In the Firm Services tab, click on the phase drop-down and scroll to the bottom to select + Add new Phase to create a custom phase.
4. In the pop-up module, enter the phase details and select Fixed Fee.
*If this is a custom phase that should be available to use in other projects, select the box to add the phase to your settings for future use.
6. Once the phase has been added, go to the new phase and add the Budget or Percentage. You can also edit the date range, linked phase, and fee type if needed.
7. Click Save once complete.
8. After adding the phase budget and information, click on Show Assigned Team to add any necessary Team Members and their roles/budgets.
9. Once all of the new phase information has been added, if the Service Fee will also need to be updated to include the new phase's budget, click on the Edit icon and increase the budget as needed. This will also update the Total Project Budget and other totals at the top of the page.
Method III - Add a New Phase with an Hourly Fee
This is best for medium to large-scale projects where you will be invoicing a small amount of work based on hours worked. A scenario such as 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 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. Ensure you have read the "Important Definitions" section above before proceeding.
2. Click on the project and then click on the Budget page in the sub-menu.
3. In the Firm Services tab, click on the phase drop-down and scroll to the bottom to select + Add new Phase to create a custom phase.
4. In the pop-up module, enter the phase details and select Hourly Fee.
*If this is a custom phase that should be available to use in other projects, select the box to add the phase to your settings for future use.
5. Once the phase has been added, go to the new phase and add the Max Cap. You can also edit the date range, linked phase, and fee type if needed.
6. Click Save once complete.
*Remember that a Max Cap amount is either (A) the amount you have agreed upon to not exceed or (B) your internal best estimate for the task. For example, a rendering usually takes 8hr @ $100/hr then Max Cap would be $800.
7. After adding the phase budget and information, click on Show Assigned Team to add any necessary Team Members and their roles/budgets.
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.
📚 Looking for more information about how to modify existing projects? Click here to learn more.
Adding a Change Order
If a new scope of work is added to your project, Method II and Method III listed above can be used to record a Change Order within the Project Budget page - treating it just as you would treat additional services work.
When adding the new phase, the name should include a signifier to show that it is a Change Order (for example, "Construction Administration - Change Order" or "Construction Administration - CO001").