Scope change requests arrive through multiple channels and require manual logging, approval routing, and tracking across email and spreadsheets. This fragmented process causes delays, duplicates, and lost audit trails.
Automation captures incoming requests, routes them to the right approvers, collects decisions, and updates project records automatically. The result is faster approvals, cleaner records, and fewer billing disputes.
The full workflow, from trigger to completion.
A new email arrives in the project inbox or a message is posted to the scope-changes channel. The automation detects the message and extracts the client name, project, and change description.
The automation reads the incoming message, extracts key details (client, project, description, urgency), and creates a structured record in the central log. Duplicate detection checks if a similar request already exists.
The automation looks up the project, identifies the project lead and finance owner, and builds the approval routing list based on scope and cost thresholds.
The automation sends a structured approval request to each approver with a link to the full request details and one-click approve or reject buttons.
Approvers click approve or reject. The automation logs each decision with timestamp, approver name, and any comments. If all approvers agree within 24 hours, the request is marked approved.
The automation sends a confirmation email to the client, updates the scope change log, and posts a summary to the project channel. If approved, it creates a task for implementation.
The automation sends a notification to the finance team with the approved scope change and any cost or timeline impact, so billing can be adjusted.
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