Overview
This guide outlines the workflow for creating a Change Order when a project's scope changes after the initial proposal has been signed. Follow these steps to update your drawing, adjust the contract value, and send a formal Change Order document to your client.
Availability
Subscription Requirement: Estimate and Enterprise plans
Supported Platforms: iOS (Android & Windows coming soon)
Workflow Guide
Goal
Update an existing project with new scope items and send a formal Change Order document to the client for approval.
Prerequisites
You must have an existing Project with a generated Proposal
Changes must be made to the drawing after the original proposal was created and Approved by the client
Steps
1. Modify the Drawing
Navigate to your project drawing and make the necessary physical changes to the scope. This could involve adding new products (e.g., adding a gate to a fence line) or removing existing items.
2. Initiate the Change Order
Once the drawing is updated, tap the Reports icon in the top navigation bar and select the original Proposal associated with this project.
On the Proposal Detail screen, tap the + Change Order button located in the top right corner of the action bar.
3. Review Change Order Inputs
ArcSite will automatically generate a Change Order Inputs screen. This screen summarizes the differences between your original proposal and the current drawing.
Review the following sections:
Cover Page: Automatically titles the document (e.g., "Change Order #1").
Revised Summary: Displays the Net Change (difference in cost) and the Revised Contract Value.
Revised Product List: detailed line items showing quantity and price adjustments.
4. Update the Payment Schedule
If the scope change affects the total price, you will see a notification stating "Payment Schedule need update for this Change Order".
Tap Revised Payment.
You will see the Revised Contract Total and the amount waiting to be assigned.
Tap + Add Invoice to create a distinct invoice for the change amount, or adjust an existing unpaid invoice.
Ensure the "Total ($)" matches the "Revised Contract Total ($)".
Tap Done.
5. Select Template and Send
Back on the Change Order Inputs screen:
Scroll down to Change Order Template and select the appropriate template (e.g., "Proposal with Cover Page" or a specific "Change Order" template).
Tap the Create & Send to Client button at the bottom of the screen.
Review the email preview in the modal and tap Send.
FAQs
Q: Can I have multiple Change Orders on one project? A: Yes. ArcSite tracks change orders sequentially (e.g., Change Order #1, Change Order #2), allowing you to manage scope evolution throughout the project lifecycle.
Q: How does this affect my dashboard reporting? A: Unlike creating a duplicate proposal, using the Change Order feature ensures that only the Net Change revenue is added to your sales reports, preventing double-counting of the original contract value.