Change orders6 min
"Just add it to the bill" — and why that sentence costs you thousands
The client remembers agreeing to a price. You remember a different one. Six months later only one of you has it in writing.
PROJEXIN Plan it. Build it. Prove it paid.
Know what every job is really making you.
Projects, costs, change orders and site records held in one place, on infrastructure that belongs to you. Deliberately simple, so that the whole office uses it rather than one person.
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✓ Set up in a day
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Miller Kitchen Remodel
Revised contract · 75% complete · T. Brooks
Revised contract
C$67,200
incl. C$9,200 in change orders
Cost to date
C$67,080
▲ 99.8% of contract
Profit
+C$120
Thin — worth a look
Where the money went
Labour 38%
Materials 31%
Subcontractors 19%
Equipment 12%
Cabinet supply — Nordic KitchensC$14,300
Electrical rough-in — Volt BrosC$6,850
Change order · glazing upgradeC$3,400
Made for the trades
General contractors
Renovations
Plumbing
Electrical
Roofing
Drywall
Landscaping
The problem
Most contractors find out a job lost money once it is finished.
By then the invoices are paid, the crew has moved on, and nobody can say exactly where it went. It is almost never one big mistake — it is thirty small ones that nobody added up.
01
Quotes in one place
Costs in another. Photos on somebody's phone. The change order agreed by text message and never written down anywhere.
02
The spreadsheet
Started with good intentions in January. Now three people edit three copies of it and none of them match.
03
"How's the Miller job?"
The honest answer is a phone call to the site, a look through a folder, and a guess. It should be a number on a screen.
From the drawing to the last invoice.
The plan is the easy half. Projexin looks after everything that happens after it.
How it works
Three things, done properly.
Not forty features you will never open. The three that decide whether a job makes money.
01Set the job up once
Contract value, the stages, the tasks and what share of the job each one is worth. Ten minutes, and the project reports on itself from then on.
02Record as you go
Costs from the office, site notes and photos from the phone. One cost register, two front doors, and every entry says where it came from.
03See the position early
Spent against completed, on every job, every morning. A project 71% spent and 40% built says so at the point where the position can still be recovered.
Job costing
Every dollar filed where it can be found again.
Materials, labour, subcontractors and equipment, recorded against both the job and the category, from the office or from site. Change orders raise the contract value and the category budget together, so the figures always reconcile.
- One register — task costs and site costs in the same list
- A "where it came from" column on every line
- Only the owner, and whoever the owner names, can edit a recorded cost
- Every edit kept with the old value and the new one
Job costing · Miller Kitchen
Original contractC$58,000
Change orders approved (3)+ C$9,200
Revised contractC$67,200
Total cost to dateC$67,080
Profit+ C$120
Received from clientC$43,500
Still outstandingC$23,700
Site records
What happened on site, kept where it counts.
The daily note, the photos, the delivery that turned up short, the inspector who came on Tuesday. Written on a phone in a half-built kitchen, filed against the right job, and still there in two years when somebody disputes it.
- Photos and video linked to the note that explains them
- Deliveries, disposal, inspections — without pretending they are tasks
- Works on a phone, on one bar of signal
- Only office staff need logins — your crew never do
Site log · 15 August
Cabinet delivery — 2 doors damaged
Nordic delivered at 08:20. Two upper doors scratched on the face. Photographed and
emailed to their rep. Replacements promised Thursday.
Marcus D. · 08:41 · Miller Kitchen Remodel
Everyone on the project can read it. Only the owner
and the project manager can change it.
1register for every cost, from the office or from site
0emails sent by the software, ever
∞people in your office, on a single licence
The purpose of the software is that a job's true position is available while there is still time to act on it.
Your server
The one thing nobody else offers you.
Projexin is installed on a server that belongs to you, in your company's name. Your contracts, your prices, your clients — they never sit on our machines, because we do not have a copy.
The software talks to nothing outside your own server except one thing: a licence check. That is the whole list.
No email, ever
Every notification lives inside the software. Nothing about your jobs is put in an inbox.
You hold the keys
Server passwords are handed to you in writing. We keep nothing after handover.
Export it all, any day
One button, one file, everything you have. Never locked in, never a hostage.
You choose where
The server is yours, so its location is your decision — set at installation and never moved without you.
Pricing
One price. Everyone in the office included.
One licence covers the whole office. No charge per person, and no higher tier required to see your own figures.
Put one of your own jobs into it.
Ten minutes against a live job settles the question better than any demonstration. A private environment, prepared immediately, with work from your own trade already in it.
