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Creating and Executing a Contract Change
Creating and Executing a Contract Change

This article explains how to create, document, approve, and execute contract change orders to adjust a contract's scope or amount for clients or vendors.

JD Williams avatar
Written by JD Williams
Updated over a month ago

Overview

Efficiently manage and document changes to your contracts with a streamlined process that ensures accuracy and accountability. Whether adding scope or recording pre-approved agreements, this guide helps you maintain contract integrity, reduce errors, and stay aligned with project requirements.

Prerequisites

To create a change order against a contract, the contract must first be created and executed.

Process

  1. Access Contract Changes

  • Open the contract and click Create Change Order in which a new window will populate, or navigate to Contract Changes via the Project Navigation Menu.

Note: Contract Changes houses both Change Orders and Amendments, which were previously two separate areas of the platform. Amendments are used with GMP contracts.

2. Choose Contract and Setup

  • Select the relevant contract.

  • Choose Start from Scratch to create a new change or Upload Executed Agreement to upload an already executed change.

  • Complete fields like Name, ID, Type, Received Date, and optional details such as Jobsite Location or Source.

  • Click Next Step.

3. Add Supporting Documents (Optional)

  • Upload related documents, such as PDFs received from vendors.

4. Enter SoV/WBS Details

  • Specify the value of the change order and any new or updated work breakdown structure (WBS) details, including cost codes.

  • Use WBS 2 and WBS 3 to add more detail, if applicable. Use the Unit of Measure, Qty, and Unit Price fields to enter the Value of the Change Order.

  • You can save your work as a draft if needed.

TIP: You can create a $0 change order by removing all WBS items.

The SoV/WBS that is entered here will also populate the invoices associated with this contract and change order.

If the change order is to the existing scope, the cost code will automatically populate. If the change order is a new scope, you would have to enter the cost code.

5. Approval and Execution

  • During change order creation, you will be prompted to choose either:

    • "Upload Executed Agreement"

    • "Start from Scratch"

    If you chose "Upload Executed Agreement":

    • Simply mark the change order as Executed by clicking Mark as Executed in the upper right.

      This change order does not require an approval workflow since it has already been approved and executed outside of INGENIOUS.BUILD, and you are uploading it for the record.

    If you chose "Start From Scratch":

    • If you have an approval workflow set up, click Submit for Internal Approval.

    • If there is no approval workflow, you can directly Approve the change order.

Submitting for Client Approval

  • After internal approval, click Mark as submitted to client.

6. Finalizing the Change Order

  • Once approved, click Record client approval. Enter the following details:

  • Mark the change order as Executed. A change order must be executed before it can be billed.

  • To generate a change order file for signature, click the export icon on the top right of the screen to download the PDF and send it to the relevant parties for signing.

Now that you have Executed your contract change, they will appear as committed costs in the Executed Change Orders column of the Budget/ACR.

By reducing manual effort, ensuring accurate documentation, and integrating with your project’s budget, this solution improves efficiency and minimizes errors.

With a transparent approval process and seamless integration with your financial system, INGENIOUS.BUILD helps keep your projects on track, on budget, and in full compliance with all contractual agreements.

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