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AI agent for quantity surveyors

Owner Change Order Review Agent

Check every contractor change order against contract rates, drawings and schedule before approval

DecisionsQuality controlAnalysisReal estate and constructionManagement
See how it worksGet access
Owner Change Order Review Agent: what goes in, what the agent does and what you get

What it does

Change orders are often approved because the project is busy, not because the numbers are right. The agent reads each change order and compares its items with the contract rates, the drawings and the schedule. It flags lines without a contract basis, duplicated items already in earlier orders and quantities that do not match the drawings. It asks the contractor for backup such as quotes or takeoffs, then rechecks after the reply. It also checks the schedule claim against the critical path. It prepares a clear recommendation of approve, reduce or reject for each line. The developer approves or rejects each change. Edge case: a line repeats a cost already in change order 4, and the agent removes it.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueApprovedNoNo 1 STARTS WHEN Change order submitted 2 USES A TOOL Read the change order and the contract rates 3 DOES Match each line to a contract rate or unit price 4 USES A TOOL Compare quantities with the drawings 5 CHECKS THE RESULT Is every line supported and not duplicated? If not: Mark the line and request backup from thecontractor. Back to step 3. 6 YOU APPROVE Developer approves sending the backup request 7 DOES Check the schedule impact against the critical path 8 CHECKS THE RESULT Is the revised cost and time claim supported? If not: Rematch the lines with the new backup andreprice. Back to step 2. 9 DOES Draft the recommendation by line 10 YOU APPROVE Developer approves or rejects the change order 11 RESULT Reviewed change order with notes
Read the steps as a list
  1. Change order submitted
  2. Read the change order and the contract rates
  3. Match each line to a contract rate or unit price
  4. Compare quantities with the drawings
  5. Is every line supported and not duplicated?If not: Mark the line and request backup from the contractor. Back to step 3.
  6. Developer approves sending the backup requestThe agent waits here for your OK.
  7. Check the schedule impact against the critical path
  8. Is the revised cost and time claim supported?If not: Rematch the lines with the new backup and reprice. Back to step 2.
  9. Draft the recommendation by line
  10. Developer approves or rejects the change orderThe agent waits here for your OK.
  11. Reviewed change order with notes

How it decides

A change order passes only when each line has a contract basis, a quantity check and a schedule impact the contractor has explained.

  • Price at contract unit rates before any negotiated price
  • Reject a line that duplicates an earlier change order
  • Require backup for any line over $5,000 without a rate
  • Question a schedule claim over 5 days without a critical path note

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Backup threshold (default $5,000)
  • Schedule question threshold (default 5 days)
  • Contract rate source
  • Review turnaround target

What keeps you in control

It always asks you first

  • Developer approves requests for backup
  • Developer approves or rejects each change order

Hard limits

  • Never approve a change without a person
  • Never contact the contractor without approval

It stops when

  • Done: every line is approved, reduced or rejected
  • Stop: the contract basis is unclear and the developer must interpret

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensChange order 9 asked for $148,000 and 12 days. The agent found $22,000 already in change order 4 and a quantity of 300 feet against 240 on the drawings. It requested backup. The reply justified 270 feet, so the agent repriced the line. The recommendation was $119,500 and 8 days, which the developer approved.

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