Keep revised scope and external commitments tied to their approval evidence.
When scope, schedule, or budget drifts beyond tolerance, PM drafts a change order with amount delta, hours delta, date delta. The CO routes for internal approval (Practice Lead → Services Leader over threshold), then to the client via a client approval. On client approval, Project baseline updates: Contract value, budget hours, budget cost, and/or end date shift.
Subcontractors log time entries under their PO; those entries auto-accumulate against not to exceed hours and not to exceed amount with early-warning alerts. Subcontractor submits subcontractor invoices, which are matched against the PO and approved hours. On Matched → Approved, the invoice enters the AP payment queue via the GL integration.
PM reviews remaining tasks, assignments, issues, billing obligations and client decisions. Settle financial exceptions or carry them into an explicit reviewed close plan before closing the project. Prepare any final invoice and recognition movement through their existing review and accounting steps; closing the project does not mark them paid or posted. Roll off the remaining resource assignments, retain lessons learned and request the client’s final project-status acknowledgment.
What Project Management PSA enforces at each step.
Start free, then use Proto to change fields, steps and approvals before your team goes live.