Put the original scope next to the new request
Keep the accepted scope, the customer's new request and your proposed addition together. Show the change in price and timing only when those figures have been confirmed by the person responsible.
A prepared change document gives everyone something specific to discuss. The record should identify which version the customer accepted; an earlier approval does not automatically cover a later addition.
Keep selections connected to materials
For a material selection, list the choices you have approved, their current prices or allowance and the date by which you need a decision. Once the customer chooses, a person authorised by your company decides whether to place the order.
On delivery, compare the purchase order with what arrived. A damaged or missing item can be shown alongside the stage of work that depends on it, giving you a concrete point to resolve with the supplier.
Give the client a clear view of progress
The crew's daily notes and permitted photos can become a short progress update showing completed work, a delivery issue and any question that needs a decision. Check the facts and timing before sharing it.
At handover, a punch list is useful when each item has an owner and a check after the correction. Keep a required customer acceptance separate from the crew's statement that the work is finished.
Work you can get help with
Illustrative scenario using sample information.
Prepare a change to the agreed scope
Compare the baseline agreement with the customer's request and prepare a change document using the price and schedule impact you have confirmed.
- What you provide
- Original agreement and scope, requested change, owner-approved price, confirmed timing impact and customer decision status.
- The useful result
- A draft change showing the addition, proposed price and schedule impact, and the customer's decision status.
- When the task is complete
- The change is resolved when the customer accepts or declines the specific scope, price and timing and the decision is recorded.
- What still needs checking
- The customer decides on the change before additional work starts; legal or contract interpretation goes to the appropriate person.
Organise a client material selection
Present the contractor-approved choices, current prices or allowance and decision date in a form the customer can review.
- What you provide
- Item to select, approved options, current prices or allowance, decision date and customer's choice when received.
- The useful result
- A selection summary showing the available options and any choice still needed.
- When the task is complete
- The selection step is complete when the customer's choice is confirmed and the authorised buyer decides how to proceed.
- What still needs checking
- Even a selection within an allowance requires an authorised person to decide on a new purchase.
Prepare a site progress update
Turn the crew's dated, confirmed work notes into a customer update with permitted photos and any decisions needed.
- What you provide
- Project and date, crew-confirmed work, permitted photos, delivery issues and owner-confirmed schedule effects.
- The useful result
- A draft update separating completed work from open questions.
- When the task is complete
- The owner approves the facts and gives the update to the customer.
- What still needs checking
- An unconfirmed schedule, cost or change needs owner review before being communicated.
Track punch-list items through recheck
Organise outstanding items by responsible contractor, correction status and the acceptance required by the project agreement.
- What you provide
- Project criteria, open items, assigned contractor, correction confirmation and any required customer acceptance.
- The useful result
- A punch list showing what is ready for inspection and what remains open.
- When the task is complete
- An item closes after the correction is checked and any customer acceptance required by the agreement is confirmed.
- What still needs checking
- A warranty or contract dispute stays with the owner or appropriate specialist.
Resolve a short or damaged delivery
Compare the confirmed order with the receiving note and record the discrepancy alongside the project stage that needs the material.
- What you provide
- Project, supplier, confirmed order line, expected and received quantities, delivery evidence and dependent work stage.
- The useful result
- A discrepancy summary and the information needed for the supplier conversation.
- When the task is complete
- The owner records receipt of the missing material or another correction agreed with the supplier.
- What still needs checking
- New cost, a changed commitment or a dispute requires the owner's decision.
Questions you may have
What if the customer says the work was already included?
Compare the request with the accepted scope and any written changes. Keep the disagreement visible and resolve it with the customer before treating the work as an approved addition.
Does a client choosing a tile place the order?
The selection is a decision about the option. An authorised person still checks the current price and decides whether to place the purchase.
Can the crew close its own punch-list item?
The crew can record that the correction was made. The item is ready to close after the required check and any customer acceptance set out in the project agreement.
Can I use my project files in the demo?
The demo uses sample company data. Ask about access and your intended workflow before planning to use your own project files.
Sources and further reading
- Navigate Project Management - Buildertrend
Buildertrend documents daily logs, scope changes and client selections.
- NAHB Contracts | NAHB
NAHB describes forms for scope, material selection, changes and project completion.
- How do you set expectations around change orders?
A discussion considers how to handle client requests that may fall outside an agreed renovation scope.
Explore the sample company in the demo. Access may need to be arranged.
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