Change orders written up, never agreed by phone
"Can we add a few pot lights?" said to a site worker on a Tuesday turns into a fight on the final invoice. The agent takes every change in writing, sends it to the PM to price, and agrees to nothing.
A current client calls asking to add, change or remove something on their project.
Takes the change in detail, says the PM will price it, sends a written request.
A dated change order request on the job, in the client's own words, ready to price.
How it works
- Finds the project
By name, address or phone number. It confirms which job before it writes anything.
- Takes the change in detail
What, where and how many: six pot lights in the rec room, the backsplash tile swapped to the one in the showroom, the bathroom door moved a foot left.
- Asks about timing
If drywall closes Thursday, a change behind it has to be decided before then. It says so, plainly, from the schedule.
- Agrees to nothing
"Steve will price it and send it to you to approve." No yes, no price, no promise it fits the schedule.
- Writes it up
A dated request on the job with the client's words, sent to the PM by text and email.
- Confirms with the client
A text back with what was asked, so both sides have the same list.
Example call
- CustomerHi, it's Amanda Kowalski. We'd like to add pot lights in the basement before you close the ceiling. Is it too late?
- AI agentHi Amanda. The schedule has drywall going up on Thursday, so Steve would want to know now. How many lights, and which rooms?
- CustomerSix in the rec room and two in the hallway.
- AI agentGot it. Any dimmers, or regular switches?
- CustomerDimmer in the rec room would be nice.
- AI agentI'll write this up for Steve as a change order request: six pot lights in the rec room on a dimmer, two in the hallway. He'll price it and send it to you to approve before anything changes.
- CustomerPerfect, thanks.
- AI agentYou're welcome. I'll text you the list now so you have it too.
After the call: Steve has the change order request in writing, dated, with "before drywall Thursday" flagged. Amanda has the same list by text, and the request sits on the job until Steve sends the price for approval.
What your team gets
- Change order requests dated and written on the job
- The client's words, quantities and rooms, not a summary
- Schedule deadlines flagged, like drywall closing
- A text to the client with exactly what was asked
- Nothing agreed or priced by phone
Questions
Can it approve a small change?
No. Every change goes to the PM to price and approve, so there are no surprises on the final invoice.
What if the client says the site guy already said yes?
It writes that down too, and the PM sorts it out with the client.
Can it send the priced change order for signature?
When the PM prices it, the agent can text the client the approval link your company uses and remind them if it isn't signed.
Hear it on your phone
Request a demo call and the agent phones you, set up for general contractors and renovation like yours.