Assess customers' extra requests
Upload the agreements and the new request. ActaFlow compares the activities and gathers the team's assessments to prepare a change proposal.
The request
Compare the extra request with the agreements. Gather activities and timings from the team before proposing the change.
ActaFlow organises the steps of the request. Add the documents and check the data before using the result.
The workflow steps
- Upload agreements and the new requestChoose the approved version and indicate which colleagues should assess the change.
- Compare the requested activitiesActaFlow sets the new request alongside the described activities and flags differences and ambiguities.
- Gather timings and activities from the teamColleagues describe the additional work and confirm their own estimates of timings and resources.
- Decide the proposal for the clientThe manager reviews the agreements and assessments, and confirms the activities, timings and amounts to propose.Manager check
- Prepare the change sheetActaFlow summarises the confirmed proposal and drafts the response to submit to the client.
Request set alongside the agreements
The table links each point of the change to the relevant quote or specification.
Estimates assigned to colleagues
Timings and resources come from the contacts who assessed the additional work.
Proposal reviewed by the manager
The draft sets out the activities and conditions authorised before discussing with the client.
How you set up the automation
ActaFlow sets the new request alongside the described activities and flags differences and ambiguities. The manager reviews the agreements and assessments, and confirms the activities, timings and amounts to propose.
What you need
- Approved quote or assignment with specifications
- Changes already agreed and the client's new request
- Assessments of activities, timings and costs provided by colleagues
Upload agreements and the new request
Choose the approved version and indicate which colleagues should assess the change.
Compare the requested activities
ActaFlow sets the new request alongside the described activities and flags differences and ambiguities.
Gather timings and activities from the team
Colleagues describe the additional work and confirm their own estimates of timings and resources.
Decide the proposal for the client
The manager reviews the agreements and assessments, and confirms the activities, timings and amounts to propose.
Prepare the change sheet
ActaFlow summarises the confirmed proposal and drafts the response to submit to the client.
Describe the work. AI helps you prepare your workflow.
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Frequently asked questions
Does ActaFlow distinguish between included activities and extras?
It prepares the comparison with the agreements and flags differences or ambiguities. The manager checks the scope and decides which proposal to make.
Who provides the timings and price for the change?
The operational contacts provide the estimates. The manager checks the activities, timings and financial conditions before the draft is sent to the client.
What agreements are needed to verify an extra request?
Upload the approved quote or engagement, the specifications and any changes already agreed. Add the new request so the manager can review the comparison against the original scope.
Does the sheet start the work requested by the client?
The sheet gathers assessments and conditions for approval. The manager must authorise the proposal and the start of activities.
Assess a change request
Upload the approved agreement and the client's new request.