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Administrator Guide
Last Updated: 2026-06-12
Set Up Statement of Work Settings

Set Up Statement of Work Settings

You can specify the options that are available when you create a new statement of work (SOW).
  1. From the header, select
    More
    Company Settings
    .
  2. From the
    Statement of Work
     section, click
    SOW Configuration
    .
  3. Complete the
    SOW Configuration
     section:
    Option Description
    Enable Fast Path SOWs
    Vendors are required to review and approve SOWs but aren’t able to make edits to the SOW content.
    Default Fast Path for every SOW?
    Enables Fast Path for all SOWs by default on the
    SOW Settings
    tab.
    SOW Close Type
    When you select
    Manually Close
    , SOW managers need to manually close SOWs.
    When you select
    Automatically Close SOWs
    , SOWs and any associated work orders automatically close on the
    Planned End Date
     of the SOW. We display a banner on SOWs to notify SOW participants that the SOW will automatically close soon, depending on your tenant’s
    Upcoming SOW Planned End Date Notification
     configuration in the
    Notifications
     setting of the
    SOW Configuration
     page. This helps ensure that SOW participants can take any remaining action needed before closure.
    When you select
    Automatically Close SOWs
    , you also need to enter these values:
    • Close Time of Day
    • Close Timezone
      : VNDLY uses the time zone for the
      Close Time of Day
      .
    • Default SOW Close Reason
    • Default Work Order End Reason
    • Payment Submission Deadline
      : The period of time (in days) after SOW closure when vendors can still request payment on outstanding items. Example: 5 days after SOW closure.
    Note for automatic closures:
    • It may take several minutes, especially if multiple SOWs close on the same day.
    • If your tenant has configured SOW closure workflow approvals, VNDLY creates the hierarchy approval chain and alerts approvers (
      More
      Company Settings
      Organization
      Workflow Approvals
      Configuration
       tab). Once the SOW closes, VNDLY ends any remaining
      Active
       or
      Pending
       work orders and closes
      Active
       roles.
    • If you enable the Workday integration in your tenant, any remaining unfilled position management IDs are either closed or left open based on your configuration of the
      Close Position for all Workflows
       fields (
      More
      Company Settings
      Integrations
      Workday
      General Configuration
      ).
    Allow Vendors to onboard candidates
    Vendors can apply and onboard contractors to any SOW Role without Client or MSP involvement.
    Can SOWs be reopened?
    Enables SOW managers to move a closed SOW back to
    Active
     status.
    Remove SOW Role Org Unit Restriction
    When you enable this setting, you can assign different organization units on SOW roles than on the SOW itself.
    When creating or editing a role for a
    Draft
     SOW and you have the
    organization_unit.update
     and
    field.organization_unit.write
     permissions, you can select any active organization unit in your tenant.
    When you enable this setting:
    • We display an editable
      Organization Unit
       field on SOW role forms. When disabled, this field is read-only.
    • Workflow approvals related to roles, such as onboarding, use the organization unit selected on the role. SOW approvals unrelated to roles, such as payment approvals or SOW closures, continue to use the organization unit selected on the
      Overview
       tab of the SOW.
    • When your program uses the Workday integration and changes the organization unit on a role, and the role changes from a
      Staffing Model
       of
      Position Management
      , you have 1 of several options to manage unfilled Workday positions depending on your
      Workday Settings
       configurations.
      If you change the organization unit on the
      Overview
       tab of a SOW, VNDLY also changes the unit on roles that used the same previous unit. Example: If a SOW changes from organization unit A to B, any roles that used A also change to B. To ensure intentional changes aren’t overridden, VNDLY doesn’t update any roles where the organization unit has already been customized.
    • If you change the organization unit on an
      Active
       SOW role using a change order, active work orders won’t change. However, pending work orders will change to use the new organization unit.
    Program Team Users
    Select whether VNDLY displays the program team on the SOW and whether or not the program team is required. You can also change the title of the program team users drop-down menu in the SOW by editing the
    Label
    field.
    Enable SOW Budget Allocation
    Once you enable this feature, newly created SOWs display a separate
    Charge Code
    tab. You must allocate 100 percent of their SOW total budget across the added charge codes.
    Note: When you enable this setting, it only applies to newly created SOWs. Previously created SOWs aren’t impacted.
    When clients need to add, remove, or update allocations on charge codes, they must do so using a change order that is not sent to vendors.
    Enable payment allocation between multiple charge codes for Fixed Price/Milestone Payments
    Enable users with permission to edit charge codes to allocate funds for individual fixed price and milestone payments across multiple charge codes.
    When you enable this feature, users with permission to edit charge codes can view options for
    Single Charge Code
     and
    Multiple Charge Codes
     in the
    Charge Codes
     section on fixed price and milestone payments when creating or editing them. When users select
    Single Charge Code
    , they can choose the 1 desired charge code for the payment. When they select
    Multiple Charge Codes
    , they can allocate the payment across multiple charge codes either by percentage or flat rate. Example: 20 percent to charge code A and 80 percent to charge code B, or $20 to charge code A and $80 to charge code B.
    When you enable this setting, note that:
    • Users can only add multiple charge codes to newly created fixed price or milestone payments. They can’t add multiple charge codes to previously existing payments.
    • When you enable the
      Enable SOW Budget Allocation
       setting, users can only allocate payments across the specific multiple charge codes set on the
      Charge Codes
       tab of the SOW. Additionally, the charge codes can’t exceed the budget allocation. Example: The SOW budget is $1,000, and the maximum budget for each charge code is $300 for Charge Code A, $400 for Charge Code B, and $300 for Charge Code C. When allocating fixed price or milestone payments, you can only select Charge Code A, Charge Code B, and Charge Code C, and you can’t exceed the budget limits for each.
    • When bulk uploading fixed price or milestone payments, users can allocate each payment across multiple charge codes. See Concept: Bulk Uploading SOW Fixed Price and Milestone Payments with Multiple Charge Codes.
    Secondary Label Display
    Enables you to display additional information along with a user’s display name in user-related SOW fields (such as
    Client Manager
    ,
    Default Time and Expense Approver
    , and
    Program Team Users
     ). This setting can help client users identify the correct users to select in SOWs, especially if multiple users have the same display name.
    You can select from:
    • None
      : With this default option, no secondary label shows.
    • Username
      : Includes the user’s display name and username.
    • Email
      : Includes the user’s display name and email address.
    • Username and Email
      : Includes the user’s display name, username, and email address.
  4. Complete the
    Role Form Configuration
     section:
    Option Description
    Bill Rate
    Specifies the type of field displayed on the SOW role form when there are no matching rate cards in the application. You can select:
    • Single
    • Min/Max
    • None
    Rate Cards
    Controls if rates for a role are enforced when a matching rate card is found. When you select to enforce rate cards, the
    Use Rate Card
     option is hidden from users. When unselected, this option enables a user to override the rate card values on the role.
  5. Complete the
    Change Order Configuration
     section:
    Option Description
    Vendors can create change orders
    Vendors can start a new change order and propose SOW changes, which are sent to the client for review and approval.
    Client/MSPs can create change orders
    Clients and MSPs can create a new change order and propose SOW changes, which are sent to the vendor for acceptance.
    Skip Vendor Review for Change Orders
    Enables you to choose items that don't need vendor review when included in a change order. Example: You want to skip vendor review for vendors when the location changes on a change order. Select
    Location
    from the
    Skip Vendor Review for Change Orders
    menu. Note: This option is only available when you select the
    Client/MSPs can create change orders
     check box.
  6. Complete the
    Payment Configuration
     section:
    Option Description
    Vendors can create approved payments adjustments
    Vendors can create an adjustment for an already approved payment to correct an inaccurate amount. VNDLY sends this adjustment to the client to review and approve.
    Client/MSPs can create approved payments adjustments
    Clients and MSPs can create an adjustment for an already approved payment to correct an inaccurate amount. VNDLY sends this adjustment to the vendor to review and approve.
    Allow tax overrides on sow milestone and scheduled payments
    Enables you to set tax overrides on SOW milestone and fixed price payments. This can help you ensure that accurate tax calculations are used on your SOW milestone and fixed price payments based on your program’s unique needs. See Add Tax Overrides to SOW Milestone and Fixed Price Payments.
  7. In the
    Approval Configuration
    section, select the
    Enable approval workflow for scheduled payments
    check box to make sure that scheduled payments go through the approval process.