Using Change Order Templates

Using Change Order Templates

Purpose

Change Order Templates are used to streamline the process of creating Change Orders (COs) and Change Order Requests (CORs) in Contractor Foreman. By predefining reusable content, you save time and ensure consistency across similar project changes. Templates are especially useful for recurring project modifications like standard upgrades, weather delays, or common scope changes.

Navigation

1. From the Home Dashboard, click the Menu Dashboard icon.

2. Navigate to and select Change Orders from the menu.

3. You’ll be directed to the Change Order module where you can view, create, and manage COs and CORs.

Creating a New Change Order or Request

To create a new Change Order or Change Order Request:

1. Click the + button in the top right corner of the Change Orders page.
2. Choose between:
   • Change Order
   • Change Order Request

Change Order Creation

• Select the appropriate Project (required).
• Choose the Customer.
• Enter a Subject (required).
• The CO # will auto-generate or can be customized.
• Select the Date.
• Under Use Change Order Template, select a saved template from the dropdown (template data must exist beforehand).
• Click Create Change Order.

Change Order Request Creation

Creating a Change Order Request (COR) is an important part of maintaining a well-documented and professional workflow, especially when changes to a project’s scope, cost, or timeline arise. The COR provides a formal way to communicate and track these proposed changes before they become official Change Orders.

To begin, navigate to the Change Orders module and click on the + icon, then select Change Order Request. You’ll be prompted to complete a brief form with key details:

• Select Project (required): Start by choosing the correct project that this request is associated with. This ensures the COR is logged under the proper job and connected to all relevant project documentation.
• Choose the Customer: Next, identify who the request is being sent to—typically the owner, client, or general contractor. This person or company will be listed on the official documentation.
• Enter a Subject (required): Provide a clear and concise subject line that summarizes the nature of the requested change. This helps make the COR easy to identify later.
• Enter the COR # (required): Each Change Order Request must have a unique identifying number. This may auto-populate based on your numbering system or can be entered manually to maintain a sequence.
• Select the Date: Specify the date when the COR is being created. This helps track when the request was initiated, which can be important for approval timelines and historical documentation.
• Choose an existing Change Order Request Template (optional): If you’ve previously saved templates for common scenarios (e.g., site condition changes, scope clarifications), select one here. This can auto-fill many fields and save time.
• Click Create Change Order Request: Once all required fields are completed, click the submit button to officially create the record. The COR will now appear in your project log and be available for further updates, attachments, and communication.

Filtering & Managing Change Orders

• Use the Search/Filter bar to quickly locate specific Change Orders or Requests.
• You can filter between:
  • Change Orders
  • Change Order Requests
  • All

Settings & Custom Fields

• Click the Gear icon in the top right to:
  • Add or edit custom fields
  • Change display settings
  • Adjust field visibility based on your workflow preferences

After Creating a Change Order

Once a Change Order is created, you can:

Track and Edit

• Use the status bar at the top of the CO page to track its progress.

• Click the three-dot icon (top right) to:
  • View as PDF
  • Email the PDF
  • Export or duplicate

Add Items to the Change Order Request

After creating a Change Order Request, the next step is to add detailed line items that explain the specific changes being proposed. These items form the basis of the cost or scope adjustments and provide transparency to the client or reviewer.

You have several flexible options for adding items:

• Import from Existing Data:
  • Cost Items Database: Pull predefined materials, labor, or services directly from your Cost Items Database. This saves time and ensures consistency in your pricing and descriptions.
  • Estimate: If the item was originally scoped in the estimate and now requires adjustment, import it directly to preserve continuity.
  • Another Change Order Request: If the same or similar change was previously requested in another COR, you can pull it in to avoid re-entry.
  • Another Change Order: Similarly, import from a past Change Order if you’re updating or extending previously approved changes.
• Manual Entry Options:
  • Add Manual Change Order Items: Manually enter new items with custom descriptions, quantities, unit prices, and totals. This is useful for unique or one-off changes that aren’t stored in your database.
  • Add Discounts: You can apply line-item or overall discounts to show goodwill, correct errors, or align with negotiated pricing.
  • Apply Automatic/Bulk Markup: Use this to quickly apply your standard markup across all items in the request, maintaining your profit margin while speeding up the process.

Each of these options helps ensure that your CORs are accurate, complete, and reflective of the real changes happening on your project. Including all relevant items clearly helps avoid disputes and facilitates faster approval.

Add Attachments and Notes

• Click the Files tab to upload supporting documents, photos, or drawings.
• Use the Notes tab to document internal or project-specific comments related to the CO.

Saving a Change Order or Change Order Requests as a Template

If you find yourself repeatedly creating similar Change Orders or Change Order Requests, perhaps for recurring work items, common scope changes, or standardized pricing, it can be helpful to save one as a template for future use. This not only saves time but ensures consistency in how you present and structure your Change Orders or Change Order Requests.

Once you’ve either created a new Change Order or Change Order Requests or opened an existing one, scroll down to the bottom of the record. There, you’ll find a checkbox labeled “Save as Template.”

• Check the box to save the current Change Order or Change Order Requests, including its structure, items, and settings, as a reusable template.
• After checking the box, simply save the Change Order or Change Order Requests as you normally would. Behind the scenes, Contractor Foreman will add that entry to your list of available templates.

The next time you go to create a new Change Order or Change Order Request, you’ll see a “Use Change Order Template” dropdown menu in the creation form. Click the dropdown, and you’ll be able to select from the list of saved templates.

Benefits of Using Templates

Using Change Order Templates can help you:

1. Reduce repetitive data entry.
2. Maintain consistency across similar Change Orders.
3. Minimize manual errors.
4. Standardize recurring project changes.
5. Save time when creating Change Orders and Change Order Requests.

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