Overview
The Contract Change module allows you to document and track changes to a contract or additional work as Change Orders, ensuring clarity and accurate project adjustments.
Prerequisite
Your main project contract must be filled out and executed between your company and your client before creating a change order. Executing the contract will create a commitment in the Master Project Budget/ACR and allow invoicing and change orders. The quoted items and schedule of values defined within the contract will determine how the change order will be structured.
If your client is on-system, they can receive your change orders through Ingenious for review and either approve or reject the change order digitally.
If your client is off-system, the change orders you create will be for record and need to be transmitted outside the platform to your client for approval.
Process
Select the project from the project list
Navigate to the Contract Changes module from the project dropdown menu or via the project dashboard on the left.
See the Your Change Orders section
Here you will see the status of all the change orders your company has created and submitted for the selected project:
Create Your Contract Change
1. Click +Create at the top right of the screen.
2. Select the type of contract change you want. You can choose from:
Contract Change: A change order or amendment to an executed contract.
Contract Change Request Package: These are used to request pricing from vendors for potential changes to the scope of work before formalizing a change order. This allows project teams to evaluate the cost impact of potential changes and make informed decisions about whether to proceed.
3. Select the executed Main Contract in order to create a 'Your Change Order.'
4. Now select how you would like to create the Contract Change:
Start from scratch: Recommend selecting when you received the contract change and want to go through the standard internal and client approval process.
Upload executed agreement: Select this option when you have an executed contract change and want to input it for record keeping.
Warning: This skips the internal and client approval process and will mark the contract change as executed.
5. Click Next Step.
6. Fill in the details:
Name
Unique ID
Client Contact
Change order type
Schedule impact (if any)
Job site location
Source
Description
7. Click Next Step and upload any supporting documents (e.g., vendor amendments, vendor change orders, other relevant files).
8. Click Next Step again to add Work Breakdown Structure (WBS/SoV) items.
You can expand existing project work or add new tasks.
9. Choose one of the following:
Save as Draft – edit later.
Mark as Pending Internal Approval – send through approval workflow.
Approve – type YES (all caps), add notes if needed, then click Approve Change Order.
In Case of a Multisite Project
If the project has more than one site, a site selector will appear above the SoV/WBS section when creating your Contract Change. This means the Multisite feature is active.
Keep in mind:
Select a specific site before entering any values.
Line items shown will match the selected site only.
Values entered apply only to that site’s scope.
To assign SoV/WBS across multiple sites:
Select a site from the dropdown.
Enter values for that site’s WBS or SoV.
Repeat for each additional site.
Contract Changes Q&A
Q: What is the purpose of the Work Breakdown Structure (WBS) section?
A: The WBS section lets you add or expand the project's tasks within the change order. You can add more work to existing tasks or include completely new tasks.
Q: What does "Mark as Pending Internal Approval" do?
A: This initiates the internal approval workflow for your Contract Change.
The Ingenious platform streamlines the change order process. By following these steps, you can efficiently manage contract changes, whether your client is on or off the system. Ensure your main project contract is executed before creating change orders.