A change order is a formal, priced change to the items on a construction project. Creating one is how a CEI or agency team proposes that change, prices it item by item, adjusts the timeline if needed, and prepares the document to route for signature.
Who can create a change order
CEI and agency users with a manager role (Administrator, Super Admin, or Project Manager) create change orders. Contractors cannot create a working change order, but they can request one for the CEI to review. See the section on requesting a change order below.
How to create a change order
Open the project's Change Orders list, or the All Change Orders list, and click Create New Change Order. Creating a change order is a three-step wizard: Basics, Changes, and Review. Use Save to save your progress on a step, and Save & Next to save and move to the next step.
Step 1: Basics
Confirm the correct Project is selected. This field is hidden when you start from inside a specific project.
Select a Change Order Type. Types are configured by your company administrator.
Enter a Short Summary, a brief reason for the change order (up to 100 characters).
(Optional) Enter a Detailed Description of why the change is needed. This field supports voice-to-text entry.
Click Save & Next to continue to Changes.
Step 2: Changes
The Changes step has three sections and a summary bar at the bottom. Use the sections that apply to your change order.
To adjust the project's timeline, use Construction Timeline Adjustment. Review the Construction Start Date and Construction End Date, then click Adjust End Date to set a new end date. The section shows the resulting change in total calendar days.
To change items already on the project, use Current Item Adjustments:
Use the Select An Item picker to choose an item to adjust. Turn on Show All to include items with no remaining quantity.
Enter the quantity change. This can be a negative number.
(Optional) Click Change Price to set an adjusted price.
Add a reason for the adjustment using the reason (pencil) control.
If the item uses a pricing schedule, set the Pricing Effective Date when prompted. Unit prices are then calculated as of that date.
The section shows a running Sum of All Current Item Adjustments.
To add a brand-new item to the project, use New Items:
Click Create a New Item to open the Add a New Item dialog.
Enter the Item #. This is required and must be unique on the project.
(Optional) Enter the Quantity, Unit, Unit Price, Description, and Reason.
Leave Item is participating in this project on unless the item should be excluded from retainage.
Click Add Item.
The section shows a running Sum of All New Item Additions.
As you work, the summary bar shows the Current Project Cost before this change order, the Adjusted Project Cost after the change, and the Total Change Order Effect with its percentage. Click Save & Next to continue to Review.
Step 3: Review
The Review step shows the complete change order as it will appear to signers. Check the details, then route it for signature or approve it. See Routing and Approving a Change Order. You can open the Preview screen at any time to see the read-only document on its own.
The change order is saved as a Draft until you route it for signature or approve it.
How to request a change order (contractors)
Contractors cannot create a working change order, but they can request one for the CEI to review.
Open the project's Change Orders list.
Click Request Change Order.
Complete the Change Order Type and Short Summary, and add a description if it helps.
Click Submit Request.
The request goes to the CEI with a status of Requested. Once the CEI reviews and prepares it, they route it back to you for signature.
How to edit a change order
You can edit a change order only while it is a Draft, and only if you have a manager role (Administrator, Super Admin, or Project Manager).
Open the change order.
Click Edit change order, or step back through the Basics and Changes wizard steps.
Make your changes.
Click Save.
Once a change order has been sent for signature, its details are locked.
Troubleshooting
I cannot create a change order
Contractors submit a request with Request Change Order rather than creating one. Creating requires a manager role (Administrator, Super Admin, or Project Manager). The button is hidden when the project is completed or locked.
I cannot see the Change Orders menu
The Inspector role does not have access to change orders. Contact your administrator if you believe you should have access.
I cannot edit a change order
Editing is limited to manager roles and only while the change order is a Draft. Once it is sent for signature, its details are locked.
Frequently asked questions
Who can create a change order?
CEI and agency users with a manager role create working change orders. Contractors cannot create one, but they can submit a request for the CEI to review.
Can I add a brand-new item that is not on the project yet?
Yes. Use the New Items section in the Changes step to add an item that does not exist on the project. Use Current Item Adjustments for items already on the project.
Can I edit a change order after sending it for signature?
No. A change order is editable only while it is a Draft. Once it is sent for signature, its details are locked.
Can I delete a change order?
Only draft change orders can be deleted, and only by Administrators and Project Managers. A change order cannot be deleted once it has moved past Draft or when the project is locked.