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Creating and keeping track of a change order
Creating and keeping track of a change order

Create change orders to reflect any changes made to a live project.

Cale Schmit avatar
Written by Cale Schmit
Updated over a year ago

In this step-by-step guide, we'll walk you through the process of creating a change order in Materio. Change orders allow you to record any modifications to the scope of work during the actual work phase of your project. By following these instructions, you can easily document changes and calculate their impact against the original estimate.

1. Access your main Materio dashboard and locate the project for which you want to create a change order.

Access your main Materio dashboard and locate the project for which you want to create a change order.

2. Access your main Materio dashboard

Access your main Materio dashboard

3. If your project has left the estimation phase, and begun actually performing work-phases you'll want to set your project to "live". So first you'll click the "3 dot" symbol

If your project has left the estimation phase, and begun actually performing work-phases you'll want to set your project to "live". So first you'll click the "3 dot" symbol

4. Next, click on "Update Status"

Next, click on "Update Status"

5. Then change the project's status to "Live". This ensures that any changes made will be recorded as a change order and compared to the original estimate.

Then change the project's status to "Live". This ensures that any changes made will be recorded as a change order and compared to the original estimate.

6. Now that we've changed the status of the project, you have the ability to create and track change order. So next, we'll click on the project.

Now that we've changed the status of the project, you have the ability to create and track change order. So next, we'll click on the project.

7. And let's say for this project, the expected cost of a bathroom light fixture increased due to a change from your vendor, you'll want to create a change order so that you and your client are on the same page. So you'll click on the item.

And let's say for this project, the expected cost of a bathroom light fixture increased due to a change from your vendor, you'll want to create a change order so that you and your client are on the same page. So you'll click on the item.

8. Then edit the cost of the item by clicking on estimated item cost and entering the new cost

Then edit the cost of the item by clicking on estimated item cost and entering the new cost

9. Then click on "save" to ensure the change is made

Then click on "save" to ensure the change is made

10. Then Materio will let you know you are creating a change order because the price is changing

Then Materio will let you know you are creating a change order because the price is changing

11. And at the top of the item, a yellow bar will appear, indicating that changes to this item are pending approval from your client.

And at the top of the item, a yellow bar will appear, indicating that changes to this item are pending approval from your client.

12. So next you'll want to send this change order over to your client to get your client's approval. You'll go back to the scope of work and at the top you'll see the yellow change order bar and click the dropdown menu.

So next you'll want to send this change order over to your client to get your client's approval. You'll go back to the scope of work and at the top you'll see the yellow change order bar and click the dropdown menu.

13. Which will give you the option to review all the changes made to the project before sending

Which will give you the option to review all the changes made to the project before sending

14. Choose which client you wish to notify

Choose which client you wish to notify

15. Add any additional relevant notes to the change order

Add any additional relevant notes to the change order

16. Then click "send change order" to finalize sending the change order over to your client. This will send an email to your client, letting them know you need their approval to make a change to the estimated scope

Then click "send change order" to finalize sending the change order over to your client. This will send an email to your client, letting them know you need their approval to make a change to the estimated scope

17. You'll also see these changes reflected in the "Grand Total" at the bottom of the scope

You'll also see these changes reflected in the "Grand Total" at the bottom of the scope

18. And to keep track of change orders made to your project, you'll go to the finances section

And to keep track of change orders made to your project, you'll go to the finances section

19. Where you'll see a section for "scope changes"

Where you'll see a section for "scope changes"

20. This is where you can view and keep track of all approved change orders made to your project.

This is where you can view and keep track of all approved change orders made to your project.

21. Seeing all the relevant details, as well as the authorization signature from your client!

Seeing all the relevant details, as well as the authorization signature from your client!

By following these steps, you can easily create change orders in Materio to document modifications to your project's scope during the actual work phase. Changing the project status to "Live" allows the system to record changes as change orders, ensuring accurate calculations against the original estimate.

Have questions? Chat with us from your project dashboard or email us at hello@materio.co

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