Creating a Change Order: With vs. Without a Potential Change Request

In Buildend, change orders can be created in two ways:

1. By converting a Potential Change Request (PCR) into a change order
2. By creating a change order directly, without first creating a PCR

The choice depends on how you want to manage documentation, review, and approvals for changes.

1. Creating a Change Order With a Potential Change Request

Use this method when changes need to be tracked, reviewed, and priced before being formally issued as a change order.

Workflow:

• Start with a Potential Change Request
• PCR goes through review and approval process
• Once the PCR is in a Closed/Approved state → convert it into a Change Order
• All costs, references (RFIs, tasks), and supporting documentation flow automatically into the change order
• Keeps a full history linking the PCR to the final change order

Benefits:

• Provides traceability of the entire change process
• Useful for changes requiring input from subcontractors/vendors (RFQs)
• Maintains a clear audit trail for owners and stakeholders

2. Creating a Change Order Without a Potential Change Request

Use this method when the scope, cost, and impact of the change are already well-defined and don’t need a preliminary PCR stage.

Workflow:

• Navigate directly to Financials → Change Orders
• Click + Create Change Order
• Select type: Prime Contract CO, Subcontract CO, or Purchase Order CO
• Fill in details, add schedule impacts, references, and line items
• Approve to make the change order active and billable

Benefits:

• Faster process for straightforward changes
• Ideal for smaller changes or when prior review/quotations are not needed
• Less documentation overhead

Key Differences at a Glance

Choosing the Right Method

• Use With PCR for major or complex changes that need review, collaboration, or vendor input.
• Use Without PCR for straightforward or urgent changes where costs and scope are already known.