Getting Started

This guide will help you get started with Construbot, from your first login to creating your first project.

First Login

1. Navigate to your Construbot instance URL

2. Click “Login” or navigate to /accounts/login

3. Enter your email and password

4. Click “Sign In”

Note

Construbot uses email-based authentication. Your username is your email address.

The Dashboard

After login, you’ll see the Project Dashboard (/proyectos/):

(Image placeholder - screenshot of main dashboard)

Dashboard Sections

Active Contracts

Lists all ongoing projects (Contratos) with progress percentages and financial summaries.

Pending Invoicing

Estimates (Estimaciones) that have been completed but not yet invoiced.

Pending Payment

Estimates that have been invoiced but payment hasn’t been received.

Quick Stats

Total amounts for unbilled and unpaid estimates.

Navigation Menu

The main navigation provides access to:

Contracts (Contratos)

• List Contracts - View all projects

• Create Contract - Start a new project

• Create Sub-Contract - Add child contract under existing project

Business Partners (Contrapartes)

• Clients (Clientes) - Customers paying for work

• Subcontractors (Subcontratistas) - Specialized contractors

• Piecework Contractors (Destajistas) - Task-based workers

Locations & Contacts

• Sites (Sitios) - Construction locations

• Contacts (Destinatarios) - People at partner organizations

• Units (Unidades) - Measurement units (m², kg, pza, etc.)

Your First Project

Let’s create your first contract step-by-step.

Step 1: Create a Client

Before creating a contract, you need a client (Cliente):

1. Navigate to Clients menu

2. Click “Create New Client” (Nuevo Cliente)

3. Fill in the form:

   • Client Name (Nombre del cliente): Company or individual name

   • Type (Tipo): Select “CLIENTE”

4. Click “Save”

Example:

• Name: “ABC Development Corporation”

• Type: CLIENTE

Step 2: Create a Site

Add the construction location:

1. Navigate to Sites menu (Sitios/Ubicaciones)

2. Click “Create New Site” (Nuevo Sitio)

3. Fill in:

   • Site Name (Nombre del sitio): Project location name

   • Location (Ubicación): Physical address or description

   • Client (Cliente): Select the client you just created

4. Click “Save”

Example:

• Name: “Downtown Office Tower”

• Location: “123 Main Street, Mexico City”

• Client: ABC Development Corporation

Step 3: Create the Contract

Now create the main contract:

1. Navigate to Contracts menu

2. Click “Create New Contract” (Nuevo Contrato)

3. Fill in the form:

   Basic Information:

   • Reference Number (Folio): Sequential ID (e.g., 1)

   • Contract Code (Código): Your internal code (e.g., “CONT-2024-001”)

   • Contract Date (Fecha): Signing date

   • Contract Name (Nombre del contrato): Full project name

   • Short Name (Nombre corto): Abbreviated name for listings

   Relationships:

   • Counterparty (Contraparte): Select your client

   • Site (Sitio): Select the construction site

   Financial:

   • Amount (Monto): Total contract value (without VAT)

   • Advance % (Anticipo): Down payment percentage (0-100)

   Users:

   • Assigned Users (Usuarios): Select team members

   Status:

   • Ongoing (Status): Check if project is active

4. Click “Save”

Example:

• Folio: 1

• Code: CONT-2024-001

• Name: “Downtown Office Tower - Phase 1”

• Short Name: “Office Tower P1”

• Counterparty: ABC Development Corporation

• Site: Downtown Office Tower

• Amount: 1,000,000.00

• Advance: 10% (10.00)

Step 4: Add Work Items (Concepts)

Add the catalog of work items to your contract:

1. Navigate to your Contract Detail page

2. Click “Concept Catalog” tab

3. Option A - Manual Entry:

   • Click “Add Concept”

   • Fill in:

     • Code: Item code (e.g., “CONC-001”)

     • Description (Concepto): Work description

     • Unit (Unidad): Select measurement unit (m², kg, pza)

     • Quantity (Cantidad): Total contracted quantity

     • Unit Price (Precio Unitario): Price per unit

   • Click “Save”

4. Option B - Excel Import:

   • Prepare Excel file with columns: Code, Description, Unit, Quantity, Unit Price

   • Click “Import from Excel”

   • Upload file

   • Review and confirm import

Example Concepts:

Code	Description	Unit	Quantity	Unit Price
CONC-001	Concrete Foundation	m³	500	$150.00
CONC-002	Steel Framing	ton	25	$2,500.00
CONC-003	Electrical Installation	m	1000	$25.00

Step 5: Create Your First Estimate

Track work progress with an estimate:

1. From Contract Detail, click “Create Estimate”

2. Fill in the estimate form:

   • Estimate Number (Consecutivo): Sequential number (e.g., 1)

   • Start Date (Fecha de inicio): Period start

   • End Date (Fecha de finalización): Period end

   • Supervised By (Supervisado por): Site supervisor

   • Authorized By (Autorizado por): Client representative(s)

3. Add Quantities:

   For each concept, enter:

   • Quantity Estimated (Cantidad estimada): Work completed this period

   • Observations (Observaciones): Optional notes

4. Click “Save”

Example:

• Estimate #: 1

• Period: March 1-31, 2024

• Supervised By: John Doe

• Quantities:

  • CONC-001: 100 m³ completed

  • CONC-002: 5 ton installed

Tip

The system automatically calculates:

• Subtotals per concept

• Accumulated totals across estimates

• Advance amortization

• Retention deductions

• Final payment amount

Step 6: Generate PDF

Create a professional estimate document:

1. From Estimate Detail, click “Generate PDF”

2. Review the document

3. Download or Print as needed

4. Send to client for approval

Common Tasks

Switching Companies

If you work for multiple companies:

1. Click your username in top navigation

2. Select “Switch Company”

3. Choose the company you want to work in

4. All data will now be filtered to that company

Marking Estimates as Invoiced

After sending invoice to client:

1. Open the Estimate Detail

2. Check “Invoiced” (Facturada) checkbox

3. Click “Save”

Marking Estimates as Paid

After receiving payment:

1. Open the Estimate Detail

2. Check “Paid” (Pagada) checkbox

3. Enter “Payment Date” (Fecha de pago)

4. Click “Save”

The estimate will be removed from “Pending Payment” on your dashboard.

Viewing Reports

Sub-Contract Reports:

For hierarchical contracts with sub-contracts:

1. Navigate to Contract Detail (parent contract)

2. Click “Sub-Contract Report”

3. View accumulated totals across all child contracts

Dashboard Summaries:

The dashboard automatically shows:

• Active contracts with progress %

• Financial totals (billed, unbilled, paid, unpaid)

• Contracts needing attention

Next Steps

Now that you understand the basics:

• Learn Core Concepts: Core Concepts

• Master Workflows: Workflows

• Explore Features: Features

Tip

Need the Spanish term for something? Check the Glossary for complete Spanish-English translations.

Troubleshooting

Can’t See a Contract?

Make sure:

• You’re in the correct company (use Switch Company)

• You’re assigned to the contract (check with Director/Superuser)

• Your permission level allows access

Can’t Create Estimates?

Verify:

• Contract has concepts (work items) defined

• You have at least Coordinador (Level 2) permissions

• Contract status is active (ongoing)

Where Are My Retentions?

Retentions (Retenciones) are configured at the contract level:

1. Open Contract Detail

2. Click “Retentions” tab

3. Add retention rules (percentage or fixed amount)

4. Retentions will be automatically applied to estimates

See also

• Retentions - Understanding retention calculations

• workflows/creating-project - Detailed project creation workflow

• FAQ - Frequently Asked Questions