Use case

Change orders and site approvals, off the WhatsApp thread.

A change order agreed in a phone call, priced in a text, approved by a thumbs-up emoji - then disputed at invoice time. Site work moves fast and the paper trail doesn't. A generated approval system gives every change, RFI, and sign-off a record: photos attached, the right approver notified, the decision logged with a timestamp.

What your generated system includes

Data model

  • Projects and sites with their teams
  • Change orders: scope, cost impact, time impact, photos, status
  • RFIs with question, response, and deadline
  • Sign-offs per milestone or inspection point

The flow

  • Site lead submits a change order from their phone - photos included
  • Routes by cost impact: PM approves small, client approves large
  • Client approves in their own portal view - no login gymnastics
  • Approved changes roll into the project's variation summary

Automations

  • Approver alerted immediately, reminded at your deadline
  • RFI deadline tracking with escalation
  • Weekly variation summary per project
  • Decision notifications back to the site lead

The record

  • Every decision: who, when, what was shown
  • Photo evidence attached to the change, not lost in a phone
  • Variation totals always current per project
  • Export for the commercial conversation

Try this exact prompt

Paste into Chromoly

Build a change order system for our construction projects. Site leads submit change orders from their phones with description, cost impact, and photos. Under $5k the project manager approves; over $5k it goes to the client through their portal view. Track RFIs with response deadlines and escalate when overdue. Keep a running variation summary per project and email it to the PM weekly.

The client-approval portal is the piece that ends invoice disputes - the client approved the variation in writing, in a system, with the photos attached.

Why the paper trail pays at invoice time

Variations are where margins leak: work done on verbal approval becomes work argued about at billing. The system's value isn't administrative neatness - it's that every variation carries its own evidence: the photos, the price shown, the client's approval with a timestamp. The commercial conversation ends before it starts.

And because approvals route by your thresholds, small changes don't wait on busy clients - the routing logic is yours, changeable in a sentence when the project demands it.

Frequently asked questions

Do clients need training to approve things?

No - clients get a minimal portal view: the variation, the photos, the cost, an approve/decline action. Magic-link login, your branding, works on a phone. If they can approve a bank payment, they can approve a change order.

Can this work offline on site?

It's a web system, so it needs a connection when submitting - in practice a phone signal. Drafts can be prepared and photos attached the moment coverage returns; fully offline-first field apps aren't what V1 targets.

Who maintains the system after it's built?

Chromoly does - monitoring, security patches, AI model upgrades, and integration migrations are platform-owned for the lifetime of the account. Changes you request run through a dependency-aware preview showing the blast radius before anything ships.

Can I import my existing data?

Yes - export your current spreadsheet or tool to CSV and import with column mapping, or attach the spreadsheet to your prompt and Chromoly shapes the data model from it directly.

Get every variation approved in writing

Describe your process in plain language. Preview the working system free - deploy when it's right.

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