In Bitumio, managing project changes relies heavily on adapting existing proposals or creating sub-estimates. Instead, when the scope of a project shifts, you must decide whether to edit the live job or version it out.
The decision tree below outlines how to handle change orders and version management within Bitumio based on your project status and administrative needs.
Bitumio Change Order & Versioning Decision Tree
Detailed Path Breakdown
1. The "Change Existing Proposal" Path (No Signature Needed)
- When to use: Use this for minor, internal adjustments during a project where formal client re-approval isn’t necessary (e.g., small material variances or minor layout adjustments).
- How it works: Open the live job and adjust line items on the fly.
- The Result: You can make changes to the job and automatically update work orders in the field. It updates the field crew's app instantly and pushes the changes straight to your job costing screen to maintain live profitability tracking.
2. The "Create Sub-Proposal" Path (Formal Change Order)
- When to use: Use this when a major scope change occurs mid-job (e.g., adding an extra parking lot section or upgrading thickness) that requires a price adjustment and client e-signature.
- How it works: Bitumio creates a new standalone proposal titled "CO #1 - [Project Name]".
- The Result: You send the link or SMS to the client for digital signature. Once signed, it seamlessly maps into your schedule alongside the original project.
3. The "New Version" Path (Bidding Phase History)
- When to use: Use this if the client says, "The budget is too high, give me an alternative option," and you want to preserve your original, full-scope bid.
- How it works: Use Bitumio's ability to duplicate proposals. Leave the first proposal intact as "Version 1", then edit the duplicate copy to create "Version 2" with reduced square footage or a different product mix (e.g., changing from squeegee to spray coat).
- The Result: You maintain a clear internal audit trail of the different negotiation stages until they choose the version they want to sign off on.
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