Change Order Workflow

Change orders move through a defined workflow from creation to approval or rejection. Understanding this workflow helps you manage COs effectively and get paid for changed work.

Change Order Statuses

Draft Status

A change order starts in Draft status when you create it. In this state:

• CO is visible only to your team
• You can edit all fields
• It doesn't affect contract calculations
• You can delete it if not needed

Actions Available

• Edit details and amounts
• Add/remove line items
• Attach documentation
• Delete the draft
• Submit for approval

Pending Status

Once submitted, the CO moves to Pending. This means it's with the GC for review and decision.

What Happens

• GC receives and reviews the CO
• They may request additional information
• They may negotiate the amount
• Clock starts for tracking response time

Following Up

If a CO is pending too long:

1. Send a polite follow-up email
2. Reference the CO number and submission date
3. Offer to provide additional information
4. Document all follow-up attempts

Approved Status

When the GC approves your change order, it becomes billable and affects your contract sum.

What Changes

• Contract sum is updated (Line 2 on G702)
• CO work can be included in pay applications
• Approval date and authorized signer are recorded

Recording Approval

1. Open the pending change order
2. Click Record Approval
3. Enter approval date
4. Upload signed CO document (optional)
5. Save

Rejected Status

If the GC denies the change order, it moves to Rejected status.

Common Rejection Reasons

• Work considered part of original scope
• Pricing deemed too high
• Insufficient documentation
• Owner/client declined the change

Handling Rejection

1. Understand the specific reason for rejection
2. Determine if you can address the concerns
3. Create a revised CO if appropriate
4. Escalate if you believe the rejection is unjustified

Voided Status

A change order can be voided when:

• It's superseded by a revised version
• The change is no longer needed
• It was created in error
• The scope was combined with another CO

Voided COs remain in the system for historical reference but don't affect calculations.

Workflow Diagram

Draft → Pending → Approved
           ↓
       Rejected
           ↓
         Void

Revision Workflow

When you need to revise a pending or rejected CO:

1. Void the original CO (if pending)
2. Create a new CO with revised details
3. Reference the original CO number (e.g., "Revision of CO-003")
4. Submit the revised CO

Notifications

RIVET can notify you of CO status changes:

• CO approved - Ready for billing
• CO rejected - Action needed
• CO pending too long - Follow-up reminder

Best Practices

Next Steps

Learn how approved COs affect your billing.