Smarter Week

How to automate it

How to automate “write up change orders and get them signed”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

45 min
typically, once a week
45%
of the time can be automated
Some setup
to set up

Fix 1 of 2

AIBest fix

Have AI draft RFIs, change orders and notices from your notes and photos

Give AI the issue, the drawing reference and a photo; it drafts a clear, properly worded RFI or change order description. You check facts and send.

Typically saves about 40% of the time5 min to set up
  1. 1Note the issue, location, drawing or spec reference and what you need decided.
  2. 2Attach a photo if it helps.
  3. 3Use the prompt below in an approved AI assistant (or the AI built into your site app).
  4. 4Check every reference and number, then submit through your normal system.
Prompt to copy
Draft a [RFI / CHANGE ORDER DESCRIPTION / DELAY NOTICE] for [PROJECT]. Issue: [WHAT IS WRONG OR UNCLEAR]. Location: [LEVEL, GRID, ROOM]. Reference: [DRAWING / SPEC SECTION]. What we need: [DECISION OR APPROVAL]. Cost and time impact if known: [DETAILS]. Keep it factual and short, suggest one possible solution, and state the date we need an answer by: [DATE]. Do not invent references.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Procore, Autodesk Build, Fieldwire, Buildertrend or Raken

Fix 2 of 2

Software feature

Run RFIs, change orders and pay apps through the project software's workflows

Procore, Autodesk Build and Buildertrend track who owes what, send reminders, collect e-signatures and build pay apps from the schedule of values. You stop chasing by email and rebuilding spreadsheets.

Typically saves about 35% of the time2 h to set up
  1. 1Check which of these modules your company already pays for: RFIs, submittals, change events, invoicing.
  2. 2Set up ball-in-court and due-date reminders.
  3. 3Use e-signature on change orders so they get signed on a phone.
  4. 4Build pay apps from the schedule of values in the system instead of a separate spreadsheet.

Tools: Procore · Autodesk Build · Buildertrend · Siteline or GCPay for pay apps

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Construction project managerSite superintendent / foremanConstruction office admin / project coordinator

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

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Other common tasks for Construction project managers