Document the condition before pricing it
Capture what changed, why the change may be required and the work affected. The field record should be factual even when responsibility or cost is still uncertain.
Send it for PM review
The superintendent can identify that the condition may involve changed scope, but the PM should determine whether it belongs in a formal change-order path and what pricing is required.
Request pricing from the right trade partners
The PM can select the affected trades, add pricing lines and collect their numbers without exposing internal notes to the owner.
Separate pricing from owner approval
Received subcontractor pricing does not mean the owner has accepted the change. The project should distinguish pricing received, ready to send, awaiting owner decision and accepted or declined.
Preserve partial decisions
If a change contains multiple independent items, the owner may accept some and decline others. The record should retain those decisions without forcing the entire change into one all-or-nothing status.
Keep the original condition or communication, the current responsibility and the next action connected instead of recreating the same item in multiple places.
Why this is useful in Timbrana
Timbrana lets the superintendent surface a possible cost impact without needing to price it, then gives the PM a controlled path for trade pricing, markup, owner communication and decision.
What this means for the company
The company can capture potential cost exposure while the field condition is fresh without asking the superintendent to act like an estimator. The PM receives the context early enough to control pricing and owner authorization before the work gets ahead of the paperwork.