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Receiving On-System Change Orders

Manage vendor change orders sent to you on INGENIOUS.BUILD.

Written by Eva Palomares

Overview

INGENIOUS.BUILD simplifies and centralizes the change order process, enabling seamless collaboration between you and your vendors. Vendors can submit change orders directly through INGENIOUS.BUILD. You are instantly notified and can take immediate action—whether approving, rejecting, or requesting revisions—all within the same system.

Prerequisites

A vendor must first have an executed contract in INGENIOUS.BUILD to create a change order against it.

Process

Reviewing Received Change Orders

  1. Notification: You'll receive an email and/or in-app notification when a change order submitted by an on-system vendor is available for your review.

  2. Access: Open the change order using the notification link, or navigate through the Project Navigation Menu to Contract Changes, then select Vendor Change Orders.

  3. Status: All received change orders that require your approval will show a status of Pending Internal Approval.

Reviewing the Change Order Details

  1. Click on the change order from the list to open and review it. You can review the details of the change order and the Schedule of Values (SoV) / Work Breakdown Structure (WBS) items.

  2. If the submitter entered a SoV line as a New Scope (not one of the original SoV lines), you may want to apply a cost code to that line yourself — the vendor won't have the option to do so, since they don't have insight into your cost codes.

Taking Action on a Change Order

From the open change order, you have several possible actions:

  • Approve: Approve the change order. If an approval workflow exists, approval from all users in the workflow is required.

  • Revert to Draft: Send the change order back to draft if changes are needed.

  • Reject: Reject the change order, typically during an approval workflow, using the three-dot menu and providing a reason for the rejection.

Approving the Change Order

  1. Click Approve.

  2. Type YES to confirm.

  3. Click Approve change order.

Reverting to Draft

  1. Click the three-dot menu.

  2. Select Revert to Draft.

  3. Confirm by clicking Yes, revert to draft.

Rejecting the Change Order

  1. Click the three-dot menu.

  2. Select Reject.

  3. Type REJECT to confirm.

  4. Add a note explaining the reason for the rejection.

After Approving the Change Order

  1. Finalize an approved change order by clicking Execute.

  2. Upload the executed agreement — the file signed outside of INGENIOUS.BUILD — or request that the other party upload it. An uploaded executed agreement is required.

  3. Once the file has been uploaded, mark the change order as Executed.

  4. Executed change orders will show up as a Committed Cost in the Executed Change Orders column of the Budget / ACR.

With INGENIOUS.BUILD, managing change orders becomes faster, smarter, and more transparent—ensuring your projects stay aligned and on track.

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