Stop small scope changes getting lost in email

Separate a request from an agreement

A customer asking for an extra feature has not necessarily approved its cost or schedule. An assistant can collect change requests and compare them with the current agreed scope. Its useful output is a review record for your project lead, rather than a promise to do more work.

Build a change card

Use the job ID, request date, original scope reference, requested change and affected deliverables. For example, adding two rooms to a cleaning job should trigger a supervisor review of effort and timing. Copy the customer wording into the card and label any AI interpretation. Unknown price or timing stays blank.

Require a recorded decision

The manager checks the scope comparison, prepares the revised proposal and records the customer decision through the business’s normal process. Only an accepted version updates the delivery brief. Use distinct states for requested, assessing, proposed, accepted and declined. Test two changes on the same job and a customer withdrawing a request.

Power Automate provides approval steps. Confirm connectors and licensing for your implementation. Microsoft: approval workflow setup

Pilot on one type of work

Check whether your project tool keeps versioned attachments and decision history. A structured list with source links may be sufficient. Measure time spent finding agreement details and correcting work briefs, alongside review time. Compare setup and monthly workflow costs with reduced rework using your own figures; do not assume every captured request becomes additional revenue.

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This guide applies across Canada. We provide remote AI consulting for businesses in Langley; it does not describe a local client or a staffed office.

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