Change Order Approval
- 1Field super uploads photo of site condition to portal
- 2System generates Change Order document for owner signature
- 3Automated daily reminders sent until signature is received
- 4Signed document triggers notification to accounting
Systems for Commercial Contractors
Operational Infrastructure for Commercial Contractors
Commercial contractors earn their income through large scale projects that require rigorous bidding and precise phase management. Money most often slips away during the pre-construction phase when bid deadlines are missed or when Change Order approvals stall on a project manager's desk.
Construction & Trades
- Bid Follow-Up Automation
- Document Client Portal
- AI Bid Desk
- Progress Billing Reminders
- Submittal Tracking
How the business actually works
How the work flows, start to finish.
- 01
Prequalification
Collecting safety records and bonding capacity documents to get onto the approved bidders list.
- 02
Invitation to Bid
Reviewing plan sets and specs to determine if the project fits the current backlog and capabilities.
- 03
Estimating
Performing takeoffs and sourcing material quotes while coordinating with specialty subcontractors.
- 04
Bid Submission
Delivering the formal proposal before the hard deadline and confirming receipt from the GC or owner.
- 05
Award and Contract
Navigating the contract review process and finalizing the schedule of values for progress billing.
- 06
Mobilization
Setting up the job site and coordinating initial deliveries and labor schedules.
- 07
Progress Phases
Executing the scope of work while documenting daily logs and safety meetings.
- 08
Closeout
Completing the punch list and delivering O and M manuals to ensure final retention payment.
Where it leaks
Common problems for commercial contractors.
01
Bid Silence
After submitting a complex proposal, weeks can pass without feedback from a General Contractor. Without a systematic follow up, your project pipeline remains unpredictable and estimating efforts are wasted.
02
Change Order Friction
Work performed outside the original scope often goes unbilled because the approval process is disorganized. Delays in getting a signed Change Order can stop site progress or cause significant financial losses.
03
Fragmented Field Communication
Critical updates regarding site conditions or plan revisions often stay buried in personal text threads or emails. This lack of centralized documentation leads to rework and disputes during the closeout phase.
04
Slow Retention Collection
The final percentage of a contract is often held back due to missing submittals or incomplete punch lists. These delays tie up capital that is necessary for mobilizing the next major project.
05
Lead Response Lag
New project inquiries from developers or facilities managers often go unanswered during busy construction cycles. Failing to respond quickly to a request for qualifications can result in being left off a major RFP.
What LATTICE can build
Systems built around how you work.
Bid Follow-Up Automation
Sends automated inquiries to General Contractors after a proposal is submitted to stay top of mind.
Document Client Portal
A centralized hub where owners can review plan sets, sign Change Orders, and track progress photos.
AI Bid Desk
Triages incoming invitations to bid by scanning for project type, location, and due date.
Progress Billing Reminders
Notifies the office to generate pay applications based on the agreed schedule of values.
Submittal Tracking
Automates the collection and organization of technical data sheets for architect approval.
Punch List Notifications
Triggers immediate alerts to specific trades when a deficiency is logged during a site walk.
Closeout Package Automation
Compiles all warranty information and manuals into a digital folder for the final handover.
Review Request System
Solicits professional feedback from project managers and developers once a project is completed.
Example systems
What it looks like in practice.
New RFP Intake
- 1Inquiry form submitted on company website
- 2AI receptionist qualifies project size and timeline
- 3Prequalification packet sent to lead automatically
- 4Task created for estimator to review project scope
Subcontractor Coordination
- 1Project schedule reaches specific milestone
- 2Automated SMS sent to specialty subs to confirm mobilization date
- 3Confirmation response logs in the central project dashboard
- 4Site access instructions delivered to sub 24 hours prior
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from commercial contractors
How does this manage communication between the field and the office?
The system centralizes all SMS, email, and document uploads into a single feed associated with the project. This ensures that the office staff and field supervisors are looking at the same information without searching through personal devices.
Can we use this for tracking our RFI process?
Yes, you can build custom workflows that track an Request for Information from the moment it is logged until a response is received from the architect. It can also automate the follow up if a response is not received within the required timeframe.
Will this help us get paid faster?
By automating the follow up for signed Change Orders and pay applications, you reduce the administrative friction that typically delays payments. The system also organizes closeout documents early, which speeds up the release of final retention.
How does the system handle different types of clients?
You can segment your communications based on whether you are working for a General Contractor, a private developer, or a government entity. This allows you to tailor your follow up style and documentation requirements to the specific needs of each client type.
Is the client portal professional enough for corporate owners?
The portal is designed with a clean, premium interface that reflects your company's professionalism. It provides stakeholders with a secure way to access important files without the clutter of traditional email chains.