Overview

inBuild can create commitment change orders in Procore without requiring you to re-enter the change order or its line items. You can use either of the following workflows:

• Standalone change order: Upload a change-order document and review the details that inBuild extracts before syncing it to Procore.

• Change order from a subcontractor invoice: Create a commitment change order when an invoice contains valid additional work that exceeds the selected commitment's schedule of values.

Both workflows support one-tier, non-ERP commitment change orders associated with an approved purchase order or work order/subcontract in Procore.

Enable Change Order Processing

Standalone Change Orders

The Enable change order processing setting allows users to upload standalone commitment change-order documents in the Inbox.

1. Navigate to Settings.

2. Select Procore.

3. Select Change Order Settings.

4. Toggle Enable change order processing on.

5. Select a value for Default change order status when syncing to Procore.

The available default statuses are:

• Draft: The standalone change order is created as a draft in Procore.

• Approved: The standalone change order is created as approved in Procore.

Enable Change Orders from Invoices

The Create commitment change orders from invoices setting allows a user to submit valid additional work on a subcontractor invoice as a new commitment change order.

1. Navigate to Settings.

2. Select Procore.

3. Select Invoice Settings.

4. Confirm that Enable invoice processing is on.

5. Confirm that Subcontractor invoices is on.

6. Toggle Create commitment change orders from invoices on.

Process a Standalone Change Order

Upload a change-order document when the change order is not being created from a subcontractor invoice. inBuild analyzes the document and suggests the related project, vendor, parent commitment, accounting method, and budget codes.

1. Open the Inbox.

2. Click Add.

3. Select Change Order as the document type.

4. Upload the document by browsing for the file or dragging it into the upload area.

5. Click Add Document. inBuild will analyze the file.

6. Confirm the Project.

7. Review the Title.

8. Select the Approved parent commitment.

9. Confirm that Accounting matches the parent commitment.

10. Review each line's budget code, description, and value.

11. Click Sync to Procore.

For amount-based change orders, enter the value in This Period. For unit-based change orders, enter the quantity, unit cost, and unit of measure.

Create a Change Order from a Subcontractor Invoice

Use this workflow when a subcontractor invoice includes valid work that exceeds or is missing from the parent commitment's schedule of values. For example, the commitment may include six units while the invoice bills eight units.

The document must be classified as a Subcontractor Invoice and associated with one commitment before the change-order options appear.

1. Open the subcontractor invoice in the Inbox.

2. Confirm that the invoice is associated with the correct project, vendor, and commitment.

3. Review the discrepancies identified by inBuild.

4. Determine whether each discrepancy is valid additional work. Ask the vendor to correct the invoice when it is not valid.

5. Review the proposed lines under Additional work for invoice.

6. Update the budget code, description, quantity, unit cost, or This Period amount when needed.

7. Click Add Line Item to include other valid additional work.

8. Select a line's checkbox to remove that line when needed.

9. Click Submit. A confirmation window will appear.

10. Review the predicted amount warning and the change-order summary.

11. Click Proceed with Submission.

What Happens After Submission

inBuild completes the following steps in order:

1. Creates and approves the commitment change order in Procore.

2. Refreshes the commitment's schedule of values.

3. Adds the new change-order lines to the subcontractor invoice.

4. Bills the submitted values in the current period.

5. Applies the commitment's default retainage when applicable.

6. Continues syncing the invoice to Procore.

Verify the Change Order in Procore

1. Open the subcontractor invoice in Procore.

2. Review the new change-order lines on the invoice's schedule of values.

3. Open the parent purchase order or work order.

4. Select the Change Orders tab.

5. Confirm that the new change order has an Approved status and the expected amount.

Frequently Asked Questions