Keeping Scope Changes and Client Approvals Organized: A Workflow for General Contractors

The bottleneck in your business.

You're on a kitchen remodel in week four. The homeowner calls: they want the island moved, the backsplash swapped, and a second outlet added near the range. You sketch it out, estimate the cost in your head, and tell them you'll send a change order "by Friday."

By the next morning, you've got three other jobs with pending changes, a sub waiting on a material confirmation, and a client on job two asking, "Did we approve the tile upgrade or not?" You're juggling scope changes across multiple projects, trying to remember which ones are drafted, which are waiting on client sign-off, and which are already in progress. The spreadsheet in your truck is out of date. The email thread is buried. Your crew is waiting on a decision that's been sitting in your inbox for two days.

The problem isn't that you can't write a change order. It's that the organization of those changes—tracking their status, keeping the client informed, and making sure nothing falls through the cracks—eats hours your business can't spare.

PLMBR's contractor workspace, powered by Felicity (our AI office manager), is built to handle exactly this: drafting change orders with your cost codes, tracking approval status, following up with clients in your voice, and syncing the financials so your books stay current. You approve every send before it reaches a client. PLMBR for your business

How PLMBR AI agents help with this workflow.

Felicity operates inside PLMBR's contractor workspace, which brings together your sales pipeline, proposals, job finances, and project management in one system. Here's how the scope-change and approval workflow runs:

• Drafting the change order. Felicity builds the change order using your firm's cost codes, markup structure, and line-item format—learned from your own past jobs. The output matches how you would write it by hand. PLMBR contractor page

• Tracking approval status. The workspace shows the current status of each change order as it moves through the approval process. Every deal, job, and dollar appears as a live map across your company, so you can see where each item stands without digging through email threads. PLMBR contractor page

• Client follow-up in your voice. Connected to your Gmail, Felicity drafts and sends follow-ups the way you write them. If a client hasn't reviewed a change order, she nudges them. If they reply with questions, she drafts a response for your approval. PLMBR contractor page

• Financial sync. Once you approve a change order, the updated job finances flow into QuickBooks automatically. No manual bookkeeping entry. PLMBR contractor page

• Flagging issues. Felicity watches for budget overruns, missed permits, and schedule slips tied to the scope change and flags them before they compound. PLMBR contractor page

You can talk to Felicity in plain language—by text or email, in the app or outside it—and she takes the action inside PLMBR. PLMBR contractor page

The business inputs and existing tools to discuss during onboarding.

Before Felicity can draft a change order that looks like yours, we need to understand your firm's structure. During onboarding, plan to walk through:

• Your cost codes and markup. Felicity learns your line-item format and pricing from your past jobs. Bring a recent proposal or change order as a reference.
• Gmail. Felicity connects to your Gmail to draft and send client communications in your voice.
• QuickBooks. PLMBR syncs every job, expense, and invoice into the QuickBooks account you already run.
• Google Calendar. Scheduling and milestone tracking tie into your existing calendar.
• Supplier accounts. If you want Felicity to order materials while building an estimate, we'll connect your supplier accounts. She can do this on her own or with one-button approval from you.

These are the tools you already use. PLMBR replaces the separate CRM and project-management software you stitch together, but it keeps your books, your email, and your calendar. PLMBR contractor page

Workflow at a glance

Owner review, exceptions, and human takeover.

PLMBR is approval-gated by default. Felicity drafts and queues; nothing reaches a client and no invoice moves until you tap approve. You can approve, edit, or reject before a word goes out. PLMBR contractor page

In practice, this means:

• You review the change order before it's sent. If the scope description needs tightening or a line item is off, you edit it directly.
• You approve or reject client-facing follow-ups. If Felicity drafts a nudge to a client who hasn't reviewed a change order, you see the full email before it sends.
• You can override at any point. Talk to Felicity by text or email in plain language. Ask her to hold a change order, revise a line item, or pull the full status of a job. She takes the action inside PLMBR.
• Material orders from your supplier accounts can run on her own or wait for your one-button approval, depending on how you set it up.

The system is designed so that the owner's judgment stays in the loop for every client-facing action and every financial entry.

Illustrative job: a mid-project kitchen remodel

This is a demonstration scenario for evaluating the workflow in a demo. It is not a customer case study or a record of a specific project.

Customer inputs to test:

• "Move the island 18 inches toward the window. Add a second outlet at the range wall. Swap the backsplash from 4×12 subway to 8×24 honed marble."
• "We also want the pantry door changed from a standard slab to a glass-front unit."
• Client reply: "Can we hold the marble decision for a week? And is the outlet move included in the island move or separate?"

Questions to test in the demo:

• Can Felicity draft a change order that separates the island move, the outlet, and the backsplash swap into distinct line items using your cost codes?
• Does the workspace show the change order's current status as the client interacts with it?
• When the client asks to "hold the marble decision," can you see that item flagged as pending while the other items proceed?
• Does the follow-up to the client reference the specific items they asked about, in your writing style?
• After you approve the change order, does the updated job total reflect in the QuickBooks sync?

How to evaluate this workflow.

Does PLMBR handle multi-item scope changes as separate line items?

Felicity drafts proposals and change orders using your cost codes, markup, and line-item format learned from your past jobs. PLMBR contractor page In a demo, ask to see a change order with three distinct scope items and confirm each carries its own cost code and price.

What does the approval queue look like when multiple jobs have pending changes?

The workspace presents every deal, job, and dollar as a live map. PLMBR contractor page Ask to see the queue populated with changes across three or four active jobs and confirm you can filter by job, status, or client.

How does the client follow-up work if a change order sits unreviewed for several days?

Felicity chases every open proposal and drafts follow-ups in your voice via Gmail. PLMBR contractor page In the demo, ask to see the follow-up draft, the approval step, and what happens if you edit the tone before sending.

What happens to job finances when a change order is approved mid-project?

Every job, expense, and invoice flows into QuickBooks automatically. PLMBR contractor page Ask to confirm the sync path: does the approved change-order total update the job's budget line in QuickBooks, and does the margin view in PLMBR reflect the new number?

Next step and demo invitation.

If keeping scope changes and client approvals organized is your priority, start by evaluating PLMBR in a live walkthrough. We'll show Felicity running a job like yours—drafting a change order from your cost codes, queuing a client follow-up, and syncing the approved total to QuickBooks. You'll see the approval queue, the live map of your jobs, and the follow-up drafts before anything sends.

You can watch a public product walkthrough at PLMBR's contractor page, browse our blog for more GC workflow breakdowns, or book a 15-minute demo where we'll load a sample scope change and walk you through the full approval cycle. Bring a recent change order or a list of cost codes, and we'll show you exactly how Felicity would handle it for your firm.