How do I generate a Change Order for a Subcontractor?

Purpose

To add Change Order items assigned to a subcontractor to an existing Sub-Contract in Contractor Foreman.

Background

When additional work needs to be completed by a subcontractor, you can assign the appropriate subcontractor to the Change Order items and then import those items into the related Sub-Contract.

This helps ensure that the additional work, quantities, costs, and other relevant details are included in the subcontractor’s scope of work.

Important: If the Change Order is not intended to be sent to the customer/owner, create a No Cost Change Order first. The Change Order should be in Unbilled/Approved status before adding its items to a Sub-Contract.

Step 1: Create or Open the Change Order

1. Navigate to the Change Orders module.
2. Create a new Change Order or open an existing one.
3. If the Change Order is not intended to be sent to the customer/owner, select No Cost Change Order.
4. Make sure the Change Order reaches Unbilled/Approved status before proceeding.

Step 2: Assign the Subcontractor to the Change Order Items

Each Change Order item must be assigned to the subcontractor responsible for completing the work.

1. Open the Items tab on the Change Order.
2. Locate the item you want to assign.
3. Click the eyeball icon on the right side of the item.
4. In the Change Order Item panel, locate the Assigned To field.
5. Select the appropriate subcontractor.
6. Review the item details and click Save & Close.

If the Item Was Imported

If you imported an item from an Estimate, Change Order Request, Template, or another source:

1. Open the imported item’s details using the eyeball icon.
2. Locate the Assigned To field.
3. Select the subcontractor responsible for the work.
4. Click Save & Close.

This ensures the item is associated with the correct subcontractor when you import it into the Sub-Contract.

Step 3: Open the Sub-Contract

1. Navigate to the Sub-Contracts module.
2. Locate and open the Sub-Contract for the appropriate subcontractor.
3. Make sure the Sub-Contract is in Draft status.

Important: The Sub-Contract needs to be in Draft status to add or modify items.

Step 4: Import the Change Order Items

1. From the Sub-Contract, click Add Item to Sub-Contract.
2. Select Import Items From Change Order.
3. The system will display eligible Change Order items.
4. Review the available items.
5. Select the Change Order items you want to add to the Sub-Contract.
6. Click Add Items.

• The import screen displays information such as the Source, Type, Item Name, Assigned To, Description, QTY, Cost/Unit, and Total.

Important: Archived Change Orders

Archived Change Orders will not appear in the import list.

If you need to import items from an archived Change Order, return to the Change Orders module and make the Change Order active again before attempting the import.

Step 5: Review the Sub-Contract

After importing the Change Order items:

1. Review the newly added items in the Sub-Contract.
2. Confirm that the correct items were imported.
3. Check the quantities, costs, and totals.
4. Make any necessary adjustments while the Sub-Contract is still in Draft status.
5. Save the Sub-Contract.

Step 6: Submit the Updated Sub-Contract

Once you have reviewed the changes, submit the Sub-Contract for approval using the available Submit for Approval option.

If your workflow allows the Sub-Contract to be approved directly, update its status to Approved after reviewing the changes.

Note: Approval and notification options may depend on your account settings and user permissions.

Additional Tips

1. Make sure every Change Order item is assigned to the correct subcontractor before importing it.
2. Confirm that the Change Order is Unbilled/Approved when required by your workflow.
3. Keep the Sub-Contract in Draft while adding or reviewing Change Order items.
4. Review quantities, costs, and totals before submitting the updated Sub-Contract.
5. If a Change Order does not appear in the import list, check whether it has been archived.