Change orders with an approval trail
Record the proposed change, supporting drawings, commercial approval and revision to the job scope. Pending work should not become an approved commitment because a field user changed a status.
Industry
Software for Construction and Specialty Contractors
The job is won on the estimate and lost on the change order nobody signed. We build the systems that close that gap.
Operations
Operational problems to solve
Common situations to examine during discovery with the people who do the work.
We never find out a job lost money until it is finished.
Labour, materials and equipment are recorded in different places, so cost against budget is a month end exercise rather than a daily number.
Change orders are agreed on site and invoiced in hope.
Verbal approval with no signed record, then a dispute at the end about what was authorised.
Drawings on site are the wrong revision.
The current set is in an email thread. Someone builds from superseded information and the rework is the whole margin.
Daily reports are written from memory in the evening.
Weather, crew, deliveries and delays get reconstructed hours later, which makes them useless as a claim record.
Subcontractor paperwork expires and nobody notices.
Insurance certificates and certifications lapse quietly, and it surfaces when a client audits or an incident occurs.
Punch lists live on three different phones.
Closeout drags because outstanding items are tracked in photos and messages rather than in one list with owners.
Software capabilities
Keep scope, site records and purchasing connected
Site progress and document control
Attach daily reports, photos, RFIs and submittals to the correct project and drawing revision. Surface outstanding decisions by responsible party and required date. Mobile capture should tolerate a weak site connection.
Purchasing tied to the job
Connect requisitions, purchase orders, deliveries and material allocations. Partial receipts and substitutions need their own records. Export approved costs to accounting without turning every delivery discrepancy into a spreadsheet adjustment.
Related solutions
Build on the right operational foundation
- Document ManagementSystems that store, version, index and retrieve your documents, with permissions that hold and retrieval that finds the right clause rather than the right file name.
- Customer and Client PortalsA logged in area where your customers see their own status, documents, invoices and history, which removes the phone calls that only exist because they cannot.
- Field Service ManagementDispatch, routing, mobile job capture and invoicing for businesses whose work happens at the customer address rather than in an office.
- Mobile Apps and PWAsInstallable applications for staff in the field and customers on the move, with a local store, a sync queue and interfaces designed for one hand and poor light.
- BI Dashboards and ReportingAgreed metric definitions, modelled tables and a small number of views tied to decisions, so a meeting argues about the action rather than the number.
- Custom CRMCustom CRM software for account relationships, sales pipelines, activity history, permissions, reporting and integrations with your operational systems.
- Workflow Automation PlatformsAn orchestration layer that runs your cross system processes with retries, visibility and controls, instead of scripts on a laptop and rules in one person email client.
Integration
Systems we connect to
Identify the system of record, available interfaces and vendor access before defining the integration scope.
| Estimating and takeoff | Priced from your assemblies and current supplier cost, with the estimate carried through as the budget rather than retyped. |
|---|---|
| Job costing | Labour hours, materials, equipment and subcontractor cost posted against cost codes as they happen, so cost against budget is current. |
| Change order control | Priced, issued, approved with a recorded identity and timestamp, and reflected in the budget before the work proceeds. |
| Document control | Drawings, specifications and submittals with versioning, a clear current revision, and an access log. |
| Daily reports | Captured on site with weather, crew, deliveries, visitors and delays, timestamped and photographed. |
| Compliance tracking | Subcontractor insurance, licences and certifications with expiry dates and automatic reminders before they lapse. |
Security and implementation
Access rules belong in the architecture.
Project permissions should distinguish employees, subcontractors and clients. Signed approvals and superseded documents require traceability. Retention and contractual reporting requirements are established during discovery.
Relevant technology choices
The final stack depends on existing systems, device requirements and data access.
Your team
Who you actually work with
Every engagement has a dedicated project manager and a team lead with years of industry experience. Onshore and offshore engineering teams are both available, and the mix is agreed with you.
| Project manager | Dedicated to your engagement, responsible for scope, cadence and delivery |
|---|---|
| Team lead | Years of industry experience, accountable for technical decisions |
| Engineers | Onshore and offshore, sized to the scope agreed in writing |
| Quality assurance | Testing against the specification rather than against the code |
| Coverage | Time zone coverage for North America and Europe |
| Support | Support in English, French, Spanish and Filipino |
FAQ
Construction and Contractors questions
Can we see cost against budget during the job?
Yes, if cost is posted as it happens. Time, materials and subcontractor cost are captured against cost codes on site, so the number is current rather than reconstructed at month end.
How are change orders controlled?
Priced, issued and approved with a recorded identity, timestamp and version. The budget updates on approval, so the final invoice matches something that was signed.
Does it handle drawing revisions?
Yes. Documents are versioned with one unambiguous current revision, and access is logged so you know who had which set.
Can field staff work without a connection?
Yes. Daily reports, photos and time entries are captured locally and sync when the site gets signal.
Will it replace our accounting system?
No. It feeds it. Accounting stays the financial record and receives cost and invoice data rather than being duplicated.
Can clients see progress themselves?
Yes, through a portal showing schedule, approved change orders, documents and photos, scoped to their project.
Let’s talk about the system you need.
Tell us where the current process breaks down. We can map the workflow, examine the integration requirements and define a practical scope for the build.
- A mutual NDA is signed before project details are shared.
- Scope is fixed in writing before any build starts.
- You own the source code, the IP and the documentation at delivery.
- Support plans are available and tailored on a discovery or technical call.