Your Change Order Agent Prices the Change and Chases the Signature
The Change Order Agent handles the back-and-forth behind every change order, so your project manager is not chasing sub quotes and owner signatures between site walks. The AgentWorks Change Order Agent collects pricing from the subs, drafts the change order with its cost and schedule impact, routes it for approval and signature, and keeps the running total against the contract current, while your PM and superintendent stay with the client and the work.
What it takes off your plate
Every PM knows how changes really happen. The owner asks for a different finish in the lobby. The excavator hits rock that was not in the geotech report. The architect issues a revised detail. Someone says "go ahead" on site, and the paperwork starts days later, if it starts at all.
Change orders get documented differently by every PM and every project. The cost impact is added up by hand from sub quotes that arrive by text, email and phone. The schedule impact is a guess. The running total against the original contract lives in a spreadsheet that stops matching the accounting system by the second month.
The cost is work performed and never billed, disputes at closeout over what was approved, and a client who is surprised by the final number.
What the Change Order Agent does, step by step
The Change Order Agent starts with the communication:
- Logs the change. When the super or PM reports a change by text or email, the agent opens a change event with the reason, the location and photos from the field.
- Asks for pricing. It sends each affected sub a request through Gmail or text via Twilio for their price and any days the change adds, with the drawings or photos attached.
- Chases the quotes. It follows up with any sub who has not priced it and tells the PM who is holding things up.
- Drafts the change order. It assembles the quotes, your markup as your contract sets it and the schedule impact into a change order in your standard format for the PM to review. The PM sets the final price.
- Routes the signature. Once the PM approves, it sends the change order to the owner through DocuSign and follows up until it is signed, keeping the super informed of the status so work proceeds on the terms your contract requires.
- Tells the field. When it is executed, it notifies the super and the subs, and issues the subcontract change to each sub for their signature.
Then the data work: the signed change order updates the contract value and budget in Procore and QuickBooks, and the running total is recalculated.
Where the work is recorded
An agent that cannot record its results is a chatbot. Every request, quote, reminder and signature the Change Order Agent handles lands on the contact's record in the CRM your team already sees: which sub priced what, when the owner received the change order, when they signed. The change orders themselves live in Procore with the project, and the contract totals match your accounting system.
The next morning, the PM opens one log: changes waiting on sub pricing, change orders waiting on review, those out for owner signature and how long each has been there, and the current contract value against the original. Nothing lives in a side spreadsheet. The same field-first capture drives streamlining superintendent logs, and a change noted in a voice daily log can start the change event the same afternoon.
What your people do instead
Your project manager spends time with the owner explaining the change and its options, instead of rebuilding a quote from scattered texts. Your superintendent runs the work knowing which changes are approved. Your accounting team bills the change the month it is signed.
Your client sees each change priced, explained and signed before the invoice, which is how a job ends without a fight over the final number.
Customer service and client satisfaction are the human job. The AgentWorks Change Order Agent keeps the quotes, the paperwork and the signatures moving so your people can focus on the job and the client in front of them.
One next step
Not sure whether change orders are the first workflow to hand over? The free Industry Assessment looks at your project management, field and office work and shows which workflow an agent should take first. You can see every construction agent on the construction industry page.
See where the Change Order Agent would start in your construction business.
I'm Jackie, the Construction ambassador here. The free Industry Assessment reads your website and asks how calls, follow-ups and records happen today, then shows the first workflow worth handing to an agent like this one — and what your team gets back. Leave your email and I'll send the link.
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