Frequently Asked Questions

Procore

I received this packet from Stout through Procore.  What is Procore?

  • Procore is the project management software employed by Stout, and it will be a helpful tool for you as a subcontractor.  As a member of our project team, you have been granted access to this project in Procore, and you can use it free of charge via the web or by downloading the Procore app on your Android or Apple device.

  • With access to this project in Procore, you’ll be able to access the most current plans, initiate RFIs, upload your submittals, view punch-list items, and a host of other helpful features.

  • Visit procore.com or download the app from Google Play or the App Store.

Payment Requests

When and where do I submit my payment request?  (See Section 3.2 of the Subcontract Agreement)

  • The due date for Payment Requests varies by project, so be sure to discuss it with Stout’s Project Manager. In any case, they’ll be due no later than the 25th of each month. 

  • Submit Payment Requests via Procore’s invoicing tool. You will receive an email invitation to invoice typically 10 days before invoices are due. For more information CLICK HERE.    

What about the work that I complete between the 25th and the end of the month?

  • You may include the value of work that you estimate will be complete by the end of the month. However, keep in mind that if that value of work isn’t complete by the end of the month, Stout may need to withhold a portion of your payment to maintain financial balance with the completed work.

When do I bill for change orders?  (See Section 3.2.3 of the Subcontract Agreement)

  • You may only bill for approved change orders. Approved means in writing, executed by both parties.

I haven’t been paid for the last period yet, and my next Payment Request is due.  How do I deal with this?

  • This isn’t an uncommon situation. Subcontractors submit Payment requests by the 25th, Stout incorporates those into a Payment Application to the Owner on or near the 1st, the Owner may not fund until after the 25th of the following month when the next cycle of Payment Requests are due. 

Progress Payments

When will I get paid?  (See Article 3 of the Subcontract Agreement)

  • Before you will receive payment, you will need to have complied with the terms of the Subcontract Agreement, including submission of a signed copy of the Subcontract Agreement, all Accompanying Documents, submittals, etc.

  • Before you will receive payment, you will need to provide the following lien waivers to Stout through an extension app in Procore- Lienwaivers.io: lien

- Unconditional lien waivers (both Subcontractor and supplier) for prior payments for prior periods.
- Conditional supplier lien waivers for the current period.

  • Once the terms of the Subcontract Agreement are complied with and all necessary lien waivers have been provided, progress payments will be issued to you once the Owner has issued payment to Stout for the same period in accordance with the Subcontract Agreement.

Final Payment / Retention

Will retention be withheld along the way?  (See Section 3.3 of the Subcontract Agreement)

  • Yes, unless the project is located in a state where state law prohibits retention.  Retention will be held in accordance with the Subcontract Agreement and the laws of the state where the project is located. 

I have been paid everything except retention, do I need to submit a Payment Request for just retention?

  • Yes, you need to submit a Payment Request for your retention using a final Payment Request form.

When will I be eligible to receive final payment/retention?  (See Section 3.9 of the Subcontract Agreement)

  • All final punch-list items will need to be completed and accepted by Stout and the Owner.

  • You’ll need to provide Stout with unconditional final lien waivers from each of your suppliers.

  • All close-out documentation needs to be provided to Stout.

Lien Waivers

Do lien waivers need to be notarized?

  • Sometimes. If there is a notary block on the waiver we send you, it’s because our customer or their lender requires it.  If there is no notary block, it’s not required.

Do I need to mail originals?

  • No. Submit through Lienwaivers.io process.

When should I send unconditional lien waivers for payments I have received?

  • Immediately. We need to send it with our next Payment Application to the Owner. If we don’t have your waiver, it will hold up the entire payment process and affect payment for every subcontractor and supplier to the project.

Change Orders

What is a change order?  (See Article 4 of the Subcontract Agreement)

  • A change order is a written document issued by Stout, signed and agreed to by both you and Stout, detailing a change to the subcontract scope of work and subcontract price. 

When do I need a change order?  (See Section 4.1.2 of the Subcontract Agreement)

  • Prior to performing work outside the subcontract scope of work, for which you intend to charge additional money beyond the current subcontract price.

Can I do the work first, and then follow it up with the paperwork?  (See Section 4.1.3 of the Subcontract Agreement)

  • No. The Subcontract Agreement requires the change order to be finalized prior to the work beginning.

Insurance

I’ve worked for Stout before, do I need to submit insurance certificates again?

  • Yes, we need current certificates on a project-by-project basis. Again, please send Certificates of Insurance to documents@stoutbc.com.

Submittals

Do I need to provide submittals?  (See Section 2.16 of the Subcontract Agreement)

  • Unless your scope of work is labor-only, yes, you’ll need to provide submittals. 

When are submittals due?  (See Section 2.16.1 of the Subcontract Agreement)

  • Submittals are due to Stout within fifteen (15) days of the date the Subcontract Agreement is executed.

Where do I send submittals?

  • Directly to Stout’s Project Manager via email or through Procore.

Close-Out Documentation

What close-out documentation will be needed near the end of the project?

  • Subcontractor’s 1-year warranty (or as specified by the Prime Contract)

  • Manufacturer’s warranties (if applicable to your scope of work)

  • Product information / cut sheets

  • Operation & maintenance manuals (if applicable to your scope of work)

  • As-built / record drawings (if applicable to your scope of work)