Help · Guide
Change orders with missing paperwork
A change that is approved in one system and missing or different in another is hard to bill and easy to dispute.
What it is
The same change often lives in two or three places: your change-order log, the GC's billing platform, the schedule of values. Gaps show up as a change that exists in one and not the other, a different amount, a different status, or a pending change that has waited a long time for an answer.
How Main checks it
Main matches each change across the files you send, by number first, then by amount and description, and lists every mismatch with both values side by side and the file and row each came from.
A worked example Sample
SAMPLE: a synthetic project with made-up figures, to show the arithmetic. Not a real company.
Project “Cedar Point Lab (SAMPLE)”:
| Change | Your CO log | GC billing platform | Gap |
|---|---|---|---|
| CO-02 | $12,480.00 | $12,840.00 | $360.00 |
| PCO-09 | Pending since Aug 9 | Pending review | 52 days without an answer |
| CO-11 | Approved | Not listed | Missing on the GC side |
Three different gaps: an amount that doesn't match, a pending change waiting for an answer, and a change the GC's system doesn't have.
What to do
- Agree the right amount for CO-02 and correct whichever record is wrong.
- Ask for a decision on PCO-09 in writing.
- Send the executed CO-11 so it appears on the GC's side before the next pay app.
Sources
Check your own numbers. Upload a change-order log and pay-app lines for one project to the free check: an automated preview, not reviewed by a person.