How to Use Contract Standards and Payment Letters

Contract standards and payment letters in Mastt allow you to generate payment certificates, recommendations, and schedules with one click. Use this feature to streamline payment processes while ensuring consistent formatting and compliance across all payment documents.

Before you start:

• Contract details ready for setup
• Understanding of your project's payment terms
• Access to supporting documents (cost estimator reports, invoices, approval letters)
• Edit permissions for contracts and payments

Steps

Set Up Contract Standards

1. Navigate to your project dashboard
2. Click Cost in the left navigation bar
3. Click Contracts in the top navigation
4. Click the + Add Contract (blue button, top left) to create a new contract or click the Action button (...) next to an existing contract and select Edit Contract

Configure Contract Standard

1. Select your contract standard using the drop-down menu
2. Fill in basic contract details (title, value, milestones)

Set Up Roles and Terms

1. Click the Show button below the contract standards section
2. You'll see Roles and Terms tabs appear

Configure Roles

1. Go to the Roles tab
2. Fill in the required details (Owner/Client, Project Manager, Architect, etc.)
3. Set either the Owner or Project Manager as Architect by toggling the option under the respective contract role

Configure Terms

1. Click the Terms tab
2. If the payment clause has changed due to an amended Contract Standard, manually update the clause
3. Set the tax percentage (set to 0% if it's a tax-free contract)

Complete Contract Setup

1. Finalize your contract by adding the title, assigning the budget, and adding line items
2. Save your contract

Upload Supporting Attachments

1. When processing payments, navigate to the Payments tab
2. Click + Add Payment (blue button, top left)
3. Scroll down to the Attachment section
4. Click on the box that says "Click to upload or drop your attachments here"
5. Select files from your device (cost estimator reports, invoices, approval letters)
6. After entering all required payment details and uploading attachments, click Add to save the payment

Generate Payment Documents

Download Individual Payment Letters

1. Navigate to the Payments tab in the cost module
2. Find the payment you want to process
3. Click the Action button (...) next to it
4. From the drop-down, select:
   • Payment Certificate
   • Payment Schedule
   • Payment Recommendation
5. Click your desired option and the document will automatically download

Include Attachments with Payment Letters

1. After selecting your payment document type, a pop-up appears showing your uploaded attachments
2. Select which attachments to include by clicking the checkbox next to each file
3. Reorder attachments by dragging them into the right pane
4. Click Continue when ready to download the payment letter with selected attachments

Bulk Download Multiple Certificates

1. Go to the Payment register
2. Select the checkboxes next to the payments you want to include
3. At the top of the page, click the Letters button with the arrow down
4. Choose which document type you'd like to download (Payment Certificate, Schedule, or Recommendation)
5. Mastt will generate a .zip file containing all selected letters

Benefits of Using Contract Standards

Using contract standards offers several key advantages:

• One-click generation of properly formatted payment documents
• Consistent contract clauses and rules across your project
• Automatic inclusion of correct legal and payment terms
• Streamlined attachment management
• Bulk processing capabilities for multiple payments

Troubleshooting

• Problem: Payment documents don't include correct clauses Solution: Verify the contract standard was selected properly during contract setup. Edit the contract to correct the standard if needed.
• Problem: Attachments not appearing in download options Solution: Ensure attachments were uploaded to the specific payment record before attempting to generate letters.