Why This Matters
LightReach change orders let your team update a signed Solar agreement without voiding the original contract. The available path depends on the proposal or financial changes. Updates that meet LightReach’s tolerance requirements may be sent without a customer contract amendment, while other changes require the customer to review and accept amended agreement terms.
What You'll Need
A proposal financed through LightReach
A signed LightReach contract for the Solar change-order workflow
Access to the applicable proposal, “Finance Workflow” and LightReach finance card
The required proposal or Solar design changes
At least one applicable change-order reason when a contract amendment is required
Step-by-Step Instructions
How to Process a Solar Change Order
The following workflow applies only to Solar proposals after the customer has signed the LightReach contract.
Step 1: Open the applicable proposal.
Open the proposal connected to the signed LightReach contract.
Note: The Solar change-order actions are not available before the customer signs the LightReach contract.
Step 2: Refresh the proposal page.
Refresh the page after the finance documents are signed. This allows the proposal to display the latest LightReach finance information and available change-order actions.
Step 3: Update the finance workflow.
Open “Finance Workflow” and select “Finalize Finance Option.” Update this workflow step before editing the proposal. This prepares the proposal for the required changes without voiding the signed Solar agreement.
Step 4: Make the required changes.
Update the proposal or Solar design as needed. Complete all related design, system or proposal changes before returning to the finance card.
Step 6: Return to the LightReach finance card.
Scroll to the LightReach finance card after completing the changes.
Step 7: Review the available change-order actions.
The finance card may display “Send Change Order Within Tolerance,” “Send Change Order with Contract Amendment,” or both options.
Note: If the financial offer and rate remain unchanged and the updates meet LightReach’s tolerance requirements, both change-order options may appear.
Note: If the financial offer or rate changes, only “Send Change Order with Contract Amendment” is available.
Note: Do not select “Void Finance Docs” for the Solar change-order workflow. The original agreement remains active while a contract amendment is being reviewed.
How to Send a Change Order Within Tolerance
Use this path only when the applicable changes meet LightReach’s tolerance requirements and the existing financial offer and rate remain unchanged.
Step 1: Confirm that the change qualifies for the within-tolerance path.
Verify that the changes remain within the applicable tolerance requirements and do not change the financial offer or rate.
Step 2: Click “Send Change Order Within Tolerance.”
Click “Send Change Order Within Tolerance” on the LightReach finance card. The applicable proposal or design updates are sent to LightReach without generating a contract amendment for the customer.
Note: This option does not open the change-order reason selection window. The reason-selection and submission steps below apply only to “Send Change Order with Contract Amendment.”
How to Send a Change Order With a Contract Amendment
Use this path when the customer must review and accept updated agreement terms. This includes cases where the financial offer or rate changes or the update does not qualify for the within-tolerance path.
Step 1: Click “Send Change Order with Contract Amendment.”
Click “Send Change Order with Contract Amendment.” When both change-order actions are available, this is the second option below “Send Change Order Within Tolerance.” If a financial offer or rate changed, it may be the only change-order option shown. The “Send Change Order” window opens in either case.
Step 2: Select the applicable change-order reason or reasons.
Select at least one checkbox under “Select reason(s) for this change order.” You may select more than one reason when several changes apply. Scroll through the window to review all available options before submitting.
The available reasons are:
“System Resize”
“Production Adjustment”
“Battery Add/Remove”
“Other Adder Change”
“Roof Redesign”
“Shading Obstruction”
“Structural Requirement”
“Rate Escalator Update”
“Customer Request”
“Permitting Requirement”
“QC Request”
“Other”
Select every reason that accurately describes the amendment. A selected reason displays a marked checkbox.
Step 3: Click “Submit.”
After selecting all applicable reasons, click “Submit” at the bottom of the window. The reasons must be selected before the contract amendment can be submitted.
Note: Select “Cancel” instead if you need to leave the window without submitting the amendment.
Step 4: Have the customer open the amendment email.
After the amendment is submitted, LightReach sends the customer an email containing the “Review updated agreement” action. The original agreement remains active while the amendment is under review.
Step 5: Have the customer click “Review updated agreement.”
The customer must select “Review updated agreement” from the email to open the amendment.
Step 6: Have the customer review the amendment.
The amendment page displays a “Summary of changes” and identifies details that remain unchanged under “What is staying the same.” The customer should review the current and updated agreement information before responding.
Step 7: Have the customer accept or decline the amendment.
The customer selects “Accept amendment” to agree to the amended terms or “Decline” to reject the amendment. Selecting “Decline” does not accept the proposed changes.
How to Process LightReach Change Orders for Other Job Types
The Solar workflow above does not apply to other job types. For applicable HVAC and battery proposals, use the existing void-and-resubmit workflow supported by your organization.
Note: The available workflow depends on the job type and LightReach configuration. Use the following steps only when the corresponding actions appear on the proposal.
System Design Change Order
Step 1: Open the LightReach finance card.
Scroll to the finance card in the applicable proposal.
Step 2: Click “Void Contract.”
Select “Void Contract” on the finance card.
Step 3: Confirm the action.
Click “Yes” in the confirmation window to continue.
Step 4: Click “Unfinalize.”
Select “Unfinalize” on the finance card.
Step 5: Confirm that the finance option is unfinalized.
The button changes back to white and displays “Finalize.” This indicates that the finance option is ready for changes.
Step 6: Make the required proposal changes.
Update the design, pricing or applicable proposal elements, such as adders or battery storage.
Step 7: Finalize the updated option.
Return to the finance card and click “Finalize.”
Step 8: Confirm that the updated option is finalized.
The button turns yellow and displays “Unfinalize” after the updated option is finalized.
Add a New Quote Change Order
Step 1: Open the financing section.
Scroll to the financing section of the applicable proposal.
Step 2: Create the new quote.
Select the required finance product and click “Create Quote.”
Step 3: Review the new quote.
The new quote appears next to the original quote. Confirm that the updated product and proposal details are correct.
Step 4: Finalize the new quote.
Click “Finalize” on the new quote. The button turns yellow and changes to “Unfinalize” when the quote is finalized.
Step 5: Send the new finance documents.
Click “Send Contract Docs” to send the updated contract documents to the customer for digital signature. The change order is complete after the required documents are signed.
Real-World Example
A customer has signed a LightReach agreement for a Solar system, but the panel layout must change after a design review. If the revised design remains within LightReach’s tolerance requirements and the financial offer and rate stay the same, select “Send Change Order Within Tolerance.” The design update goes to LightReach without a customer contract amendment.
If the revised design changes the financial offer or rate or does not qualify for the within-tolerance path, select “Send Change Order with Contract Amendment.” Choose the applicable reason or reasons, click “Submit,” and have the customer review the amended terms through the email they receive.
Pro Tips
Refresh the proposal after the customer signs the LightReach finance documents so the current finance information and change-order actions appear.
Update “Finalize Finance Option” in “Finance Workflow” before editing the Solar proposal.
Compare the financial offer and rate before choosing a change-order path.
Do not use “Void Finance Docs” to process a Solar change order.
Select every applicable reason before clicking “Submit” for a contract amendment.
Troubleshooting
Problem | Solution |
The Solar change-order options do not appear. | Confirm that the customer signed the LightReach contract, refresh the proposal and review “Finalize Finance Option” in “Finance Workflow.” The Solar workflow becomes available only after contract signing. |
“Send Change Order Within Tolerance” is unavailable. | Check whether the financial offer or rate changed or whether the update falls outside the applicable tolerance requirements. Use “Send Change Order with Contract Amendment” when it is the available path. |
The proposal cannot be edited. | Open “Finance Workflow” and update “Finalize Finance Option” before making proposal or Solar design changes. |
The contract amendment cannot be submitted. | Select at least one reason in the “Send Change Order” window. Review the full scrollable list and select every reason that applies before clicking “Submit.” |
The Solar workflow is not available for an HVAC or battery proposal. | Use the separate void-and-resubmit workflow for the applicable job type when those actions are available. Do not apply the Solar change-order steps to HVAC or battery proposals. |
The customer needs to access the amendment. | Have the customer open the amendment email and click “Review updated agreement.” They can review the amendment and select “Accept amendment” or “Decline.” |