Weekly Procore change order summary for owners | Prompt

PromptCreate

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.

Example output

Riverside Medical Office Building, change order brief, week ending 7 August Revised contract value: $24,318,450 (original $23,750,000 plus $568,450 in approved changes) Approved this week (2 items, $146,200) - CO #018, Level 3 mechanical rerouting ($112,400). The existing duct route clashed with the new imaging suite structure, so the run was moved above the corridor ceiling. Approved 5 August. - CO #019, added exterior bollards at the loading dock ($33,800). Requested by facilities after the delivery route was finalised. Approved 7 August. Pending (3 items, $271,900) - CO #016, curtain wall glazing upgrade ($188,000). Waiting on owner sign off since 18 July. - CO #020, additional site lighting ($54,300). Submitted 6 August. - CO #021, revised fire alarm device count ($29,600). Submitted 7 August. Approval bottleneck CO #016 has been pending for 20 days. It is the largest open item and is holding up the facade procurement package. A decision this week keeps the glazing order on schedule.

What does this prompt do?

Every Friday afternoon it reviews each of your active projects and gathers the change orders that moved that week.
Groups them by status and totals the cost impact of approved items against pending ones, so the money is visible in one place.
Explains what changed and why in language an owner representative can follow, and always states the revised contract value instead of isolated line items.
Flags anything stuck awaiting approval for more than two weeks as a bottleneck, then emails the brief to your owner list and posts the same summary to your internal project channel.

What do I need to use this?

A Procore account with access to the projects and their change orders
Projects set up with a one or two tier change order process, which is what this brief covers
A Gmail account to send from, plus the owner distribution list address
A Slack workspace and the internal channel where your project team should see the same update

How can I customize it?

Change the timing, which defaults to Friday at 4pm, or move it to a fortnightly cadence
Adjust the 14 day waiting period that marks a pending change order as an approval bottleneck
Pick which projects are included, and swap the email recipients or the Slack channel

FAQs

Which change orders show up in the brief?

The brief covers the prime change orders on each of your active projects, focusing on what was raised or changed status during the past week. Everything is grouped by status so approved and pending work stay clearly separated.

Do owners need a Procore login to read it?

No. The brief arrives as a normal email written in plain language, so an owner representative can read it without opening Procore or knowing how the change order log is organised.

Will this work with our change order setup?

It works with projects using a one or two tier change order process. Projects on a more complex tiered setup are not covered, and the brief will tell you which projects it had to skip.

What counts as an approval bottleneck?

Any change order that has been sitting in pending status for more than 14 days. The brief calls it out separately with how long it has been waiting, and you can raise or lower that threshold.

Can we send it to several owner contacts at once?

Yes. Point it at an owner distribution list or list the addresses individually, and the same summary still goes to your internal project channel so the team knows what the owner received.

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