Manage Prime Contract Change Orders

Prime Contract Change Orders are used when the agreed scope with the owner changes and affects job revenue. They update the contract value so the job budget accurately reflects what the owner has approved to pay.

To create a prime contract change order:

1. Go to the Job Center.

2. Open the job. Then, select the Change Orders tab.

3. Select + New Change Order. From there, you can select to create a new:

Prime Contract

Field	Description
Name	The name of the prime contract. This should clearly identify the agreement with the owner and is used to recognize the contract throughout the system.
Expected Completion Date	The planned date when all work under the prime contract is expected to be completed. This helps with scheduling, forecasting, and progress tracking.
No.	The unique contract reference number. This number is used to track, search, and reference the contract across reports and related job records.
Change Items / +Add Items (Optional)	Allows you to add or modify contract line items when the scope changes. These items define what is being billed under the contract and are commonly used when creating Prime Contract Change Orders.

Subcontract

Field	Description
Vendor	The vendor or subcontractor responsible for performing the work. This links the subcontract to the correct external party for cost tracking and payments.
Name	The name of the subcontract. This should describe the scope or type of work being subcontracted for easy identification.
Job	The job this subcontract is associated with. Linking the subcontract to a job ensures costs flow correctly into job budgets and reporting.
Estimated Completion Date	The expected date the subcontractor’s work will be completed. This supports scheduling and helps track progress against the job timeline.
No.	The unique subcontract reference number used for tracking, reporting, and linking related expenses or change orders.
Change Items / +Add Items (Optional)	Allows you to add or adjust subcontract line items when scope or costs change. These changes impact projected job costs and help manage downstream financial risk.

1. Enter the change amount and details.

2. Select Save to complete the process.

Pending vs Approved Changes

Pending Prime Contract Change Orders are shown separately so you can see the potential impact without changing the official budget. Once approved, the job budget is automatically updated.

Prime Contract Change Orders affect revenue from the owner, while cost changes affect expenses from vendors or subcontractors. If costs increase without an approved contract change, the system highlights the risk to help you identify potential budget issues early.

Managing Prime Contract Change Orders ensures your job revenue, budget, and forecasts stay aligned with the approved contract, giving you a clear, accurate view of job performance from start to finish.

See also

To understand more about Job Center functionalities, you can check:

• Manage Downstream Pending Cost Changes: Learn how to track vendor or subcontractor cost changes that may impact your job costs and identify potential budget risks before they are approved.

• Add Expenses to a Job: Learn how to record bills and expenses against a job, assign cost codes and cost types, and keep job budgets up to date as costs are incurred.