Change Order Automation for Windward Electric Co.

Windward Electric Co. performs extra work on nearly every active project — relocated fixtures, rerouted feeders, added circuits, revised layouts. Most of it is real, billable scope change. Not all of it gets billed. This proposal implements That's Extra: an automated field-to-office workflow that turns a two-minute foreman's report into a professional, documented change request in the project manager's inbox the same day.

The engagement is two weeks, fixed price, and includes the configured automation, a branded change request template, team training, and thirty days of post-launch tuning.

Industry experience across specialty trades puts undocumented extra work at 3–5% of annual contract value. The pattern is consistent: the work is performed, the material is consumed, and the documentation trail dies in a text thread or on a foreman's phone.

Against Windward's approximately $2.4M in annual contract volume, that range represents $72,000–$120,000 per year in performed-but-unbilled work. Recovering even half of it pays for this engagement many times over in the first quarter.

That's Extra connects three pieces Windward already understands: a structured field report any foreman can complete on a phone, a Zapier automation that processes each submission the moment it arrives, and an AI drafting step that produces a complete, professional change request package — executive summary, condition, impacts, a customer-facing request, and a ready-to-send PM email.

Every submission is also logged to a running record, giving Windward a project-by-project view of extras requested, approved, and outstanding.

• Configured field-report-to-change-request workflow (Zapier + OpenAI), live in Windward's accounts
• Branded change request template (Google Doc + PDF export)
• Field report form tailored to Windward's trades and change types
• Stored-record log with per-project reporting
• Training for foremen (capture) and PMs (review-and-send), with quick-reference guides
• Thirty days of post-launch tuning of prompts, templates, and routing

Week 1 — Discovery & configuration. Map Windward's current change order flow, configure the form, automation, template, and log; dry-run with historical examples.

Week 2 — Pilot & training. Live pilot on two active projects, foreman and PM training sessions, adjustments from pilot feedback, go-live.

• Implementation: $4,800 — fixed price for the full two-week engagement and all deliverables above
• Platform: $349/month — automation hosting, AI drafting, template updates, and support (first invoice at go-live)

30-day satisfaction guarantee: if Windward is not satisfied within thirty days of go-live, the platform fee is refunded and the workflow is decommissioned with all data exported to Windward.

1. Kickoff and discovery walkthrough with ops and PM leads
2. Workflow configuration in Windward-owned accounts (Zapier, OpenAI, Google)
3. Template and form review with one revision round
4. Two-project live pilot with daily check-ins
5. Training, go-live, and transition to the 30-day tuning period

Signature below constitutes acceptance of this proposal and authorization to begin the engagement described above.