Weekly Procore change order brief for project owners

Every Friday at 4pm, send the project owner a plain English change order brief for each of our active Procore projects, so the owner representative never has to read the raw change order log to understand where things stand.

Start by pulling our active projects with the Procore List Projects operation. For each project, use List Prime Change Orders to gather the change orders, and identify everything that was raised or changed status during the past seven days. This operation currently supports projects using 1 and 2 tier change order configurations only, so skip any project on a different configuration and note at the end of the run which projects were skipped and why.

Write one brief per project. Group that project's change orders by status, then total the cost impact of approved items separately from pending items so the owner can see both numbers side by side. Describe what actually changed and why in language an owner representative can follow: explain the reason behind each change, such as a field condition, a design revision, or an owner request, rather than restating the line item description. Avoid Procore jargon and internal shorthand, but always refer to each change order by its number and title so it can be looked up later.

Always state the revised contract value near the top of the brief so the owner sees the running total rather than a set of isolated line items. Pull the current contract totals with the Procore List Prime Contracts operation where that information is available, and otherwise state the original contract value plus approved change orders to date, showing how the two combine.

Call out any change order sitting in pending status for more than 14 days as an approval bottleneck. Give it its own short section, say how many days it has been waiting and what it is holding up, so the owner knows exactly which decision to make first. If a project had no change order activity this week, say so in a single line and still state the revised contract value rather than skipping the project.

Send each finished brief to the owner distribution list using the Gmail Send a Message operation, with a subject line naming the project and the week ending date. Post the same summary to our internal project channel using the Slack Send a Message operation, so the project team can see exactly what the owner received.