Turn field notes into a change-order draft before the extra work starts

The job

On a remodel the client says "while you're here, can you move that outlet?", or the crew opens a wall and finds rot. Extra work starts on a handshake. At the end, the client disputes the bill and the contractor eats the cost. The fix is a written change order, signed before the work, but writing one on site is a chore. The owner's question: "Is every change written, priced and signed before we do it?"

Trigger and outcome

Trigger: the superintendent or lead carpenter sends a note or photo tagged "change". Outcome: a change-order draft with what changed and why, the scope in plain words, labour and material lines for the estimator or owner to price, the schedule effect, and a list of open changes not yet signed.

Tools

• Hermes drafts the change order from the note and keeps the open list.
• JobTread or Buildertrend (or the firm's template) holds the change order and sends it for the client's signature.

Steps

No extra work without a signed change.

1. Template. With the owner, the intern sets up the firm's change-order template and the unit costs the owner uses.
2. Capture. The site lead records what was asked or found, where, and a photo. Client requests and hidden conditions are marked differently.
3. Draft. Hermes writes the scope in plain words and lists line items with quantities. Prices are left blank for the estimator, or filled from the owner's unit costs and marked "check".
4. Price. The estimator or owner prices it, adds the schedule effect, and approves.
5. Sign. The change order goes to the client for signature from the project software. The site lead is told when it is signed.
6. Track. Each week, the agent lists unsigned changes and any site notes that look like extra work with no change order.

Human checks

• The owner or estimator sets every price and approves every change order.
• Work does not start until the client signs, except for safety or damage prevention the owner decides.
• The agent never tells a client a change is free or included.
• Contract terms on changes are read by the owner, not interpreted by the agent.

Data needed

Past change orders and the owner's unit costs. For practice, invent a kitchen remodel with six site notes, two of them hidden conditions.

Variations

• Allowance overages: a change when a client's selection costs more than the allowance.
• Credit changes: scope removed, with a credit priced by the owner.
• Sub changes: a subcontractor's change request turned into the client change order.

Where to find more

Further reading, not the source of this design:

• Make templates has document-approval scenarios.
• n8n workflow templates has photo-and-note intake flows.