Creating a Vendor Change Order

How to record a change order for a vendor who is contracted by your company but is not using Ingenious

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


A change order is any scope that is added to or removed from the original scope of work within a contract. The change order alters the original contract amount, can alter the completion date, and/or the details of the contract. You can create a 'My Change Order' on behalf of your company to change the scope of your contract with your client, or you can create an 'Off System Change Order' which is a recording of a change order that you received from a vendor who is not using Ingenious. The instructions below will show you how to create and manage an Off-System Change Order.


In order to create a change order, the project contract representing this vendor must be created and executed for the selected project. See How to Create a Vendor Contract for more details.


Within your desired project, there are two ways to start a Change Order.

  • Using the project navigation menu, scroll down to Change Orders tab. On the bottom right corner of the Received Change Orders section click the Create Off-System CO button. This allows you to add a Change Order that you have received from a vendor that is off system (not using Ingenious).


  • Using the project navigation menu, search for Contracts and choose this module. Choose the contract you would like to create a Change Order for. Click Actions then choose Create Manual Change Order.

Create the Off-System Vendor Change Order

  1. Enter general details about the Change Order in the Details tab.

Most fields are self explanatory, but here are a few tips and clarifications to help you:

  • Project Change Order ID: This is a system-generated ID. It shows the sequential number of all change orders on this project.

  • Vendor Change Order ID: This is the ID for this change order that your vendor/ subcontractor uses to identify this change order in their own internal system. This is meant so you can reference this change order in their terms.

  • Contract Change Order ID: This is a system-generated ID for executed change orders on this contract.

  • Received From: This drop down menu will contain contacts within your Project Directory within the Contract you selected

  • Team Members: add any internal team members that need visibility into this change order. Additionally, you can set default reviewers within the company settings for the project.

  • External reviewers / Consultants: choose external contacts to send this change order to. They will receive an email notification with a link to the change order for their review.

2. Enter the Cost Impact associated with this Change Order in the Cost Details tab:

  • Quoted Item/SoV: Using the dropdown menu choose an existing Quoted Item/ SoV from the Vendor contract to expand on existing scope, or Add New Scope if the Change Order is adding brand new scope to your contract (this will prompt you with a text box to give a short title to the new scope). Once Quoted Item/SoV is selected the cost input lines will appear

  • Project Cost Code: (NOTE: Only OwnerIO, RepIO and GCIO workspaces will have this field. DesignIO and SubIO workspaces will not have this field since they do not have a Budget/ACR.) If you chose an existing Quoted Item/SoV from the contract the Project Cost Code will auto-populate with the same cost code that is already assigned to that Quoted Item/SoV on the vendor’s contract. If the Quoted Item/SoV is new scope then the Project Cost Code will appear as a dropdown menu allowing you to choose which cost code line from the Budget/ACR this cost should fall under (the first cost code from the contract will be selected by default, but is editable).

3. Attach any files that are relevant to the change order using the Files tab.

4. See the progress of the Change Order in the Timeline tab.

Establish the Status of the Change Order

5. You can use the Actions button to either Save your progress as you are inputting the change order or change the status of the Change Order.

  • Save as Draft: saves your entry for it to be edited later

  • Save as Vendor Submission (Pending): the change order has been neither approved nor rejected and is awaiting action. (For those using OwnerIO, RepIO, or GCIO the amount for this change order will update in the ‘Pending Contract Changes’ column on the ACR)

  • Revise and Resubmit: This selection will populate the ‘Revise and Resubmit Reason Modal’ which will require you to submit a reason as to why this change order is being returned for revision and resubmission. This reason will be recorded in the change order timeline tab of this change order. Also, the change order will now be editable.

  • Reject: this denies the change order and stores it as that status (For those using OwnerIO, RepIO, or GCIO once the change order is Rejected the amount will no longer be shown on the budget/ACR)

  • Approve (Pending Contract amendment): This will tentatively approve the Change Order pending submission of an amendment to the original contract. The status will become 'Pending Contract Amendment' and you will be able to start the contract amendment exchange process.

  • Execute: This will allow you to upload the signed version of the contract amendment to fully execute this change order and add this scope into the contract. (For those using OwnerIO, RepIO, or GCIO once the change order is executed the amount will be shown in the ‘Approved Contract Changes’ column on the budget)


Make sure that your Schedule Impact is noted! Otherwise, it will not let you establish the Change Order's status.

See Also

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