Contracting & Change Order Workflow Guideline

Department

	Section
1	Purpose
2	Scope
3	Definitions
4	Operating Model
5	Roles & Responsibilities
6	Step-by-Step: Contracting (Pre-kickoff)
7	Step-by-Step: Change Order (Post-kickoff)
8	Asana Templates
9	Checklist (Legal Use)

Purpose

This guideline defines how Kiluth drafts/reviews contracts and handles change orders so the team can move fast without losing clarity, proof, or contractual alignment.

Outcome
Signed documents are produced efficiently, stored linkably, and referenced correctly from Asana.

Scope

This guideline covers:

	Included
1	Contract drafting/review workflow after proposal acceptance
2	Signature workflow and storage/linking expectations
3	Change order workflow after kickoff (scope change always requires signed document)

This guideline does not define pricing strategy or delivery execution. Those live in Account Management and Delivery docs.

Definitions

Term	Definition
Contract set	The documents required to start work (e.g., MSA + SOW + terms, as applicable)
Sign-off proof	Evidence of approval/acceptance, linked from Asana as `Sign-off proof: [Link]`
Contract-related decisions	Scope, price, timeline, payment terms, milestones, acceptance criteria/DoD, change requests
Change order	A signed document that modifies the agreed contract scope/terms after kickoff

Operating Model

	Operating Model
1	Asana is the system of record for work tracking, approvals, and handoffs.
2	Use checkpoints and decision points: don’t move forward until the previous step is “done”, and branches are explicit.
3	Handoff order: upstream defines handoff artifacts/exit criteria; downstream defines execution after handoff.

Roles & Responsibilities

Role	Responsibility
Sales	Initiates Legal work, provides deal context, sends documents for signature, tracks signature completion
Account Executive (AE)	Coordinates client alignment when needed; owns change request approval chain case-by-case; creates Change Request Asana task
Legal	Drafts/reviews contract set and change orders; validates contractual terms and signatures
Finance	Confirms deposit receipt (source of truth) before activation/kickoff
Business Executive	Approves commercial commitments (as defined in Account Management docs) when escalation is needed

Step-by-Step: Contracting (Pre-kickoff)

Default sequence (aligned with Account Management): See Invoicing & Payment Operations Guideline for invoice issuance and deposit confirmation recording.

	Step	Owner
1	Client accepts final proposal; Sales records decision in Asana	Sales
2	Sales creates a Legal contract task using the template below and assigns Legal	Sales
3	Legal drafts/reviews the contract set and returns the approved version link	Legal
4	Sales sends the contract set for client signature and tracks completion	Sales
5	Signed contract is stored and linkable; link is added to Asana	Sales (storage location decided by AE)
6	Sales coordinates with Finance to invoice deposit per agreed terms	Sales + Finance
7	Finance confirms deposit; Sales records confirmation in Asana via comment (@mention Finance or Finance reply)	Finance + Sales
8	Proceed to Project Activation Setup only after contract is signed + deposit confirmed	Sales

Checkpoint: proceed only when these are true:

	Exit criteria
1	Signed contract link exists in Asana
2	Deposit confirmation is visible in Asana comment (with date)

Step-by-Step: Change Order (Post-kickoff)

Rule: if the client requests a scope change after kickoff:

	Rule: if the client requests a scope change after kickoff:
1	It always requires a signed document (change order / updated SOW). (Not email-only.)
2	The approval chain is case-by-case decided by AE, and must be explicitly documented in Asana.
3	AE creates the Change Request Asana task and links the signed document (task content is case-by-case; recommended: short summary + impact).

Flow:

	Step	Owner
1	Change request is captured in a Change Request Asana task	AE
2	PM + AE align on delivery impact (scope/timeline/milestones)	PM + AE
3	Legal drafts/reviews change order / updated SOW	Legal
4	Client signs change order / updated SOW	Sales (with AE support if needed)
5	Signed change order link is added to the Change Request task	AE
6	Delivery proceeds only after signed change order exists and approvals are documented	PM

Asana Templates

Asana Card Template: Draft/review contract set

	Asana Card Template
Title	Draft/review contract set – [Client Name] – [Project Title]
Assignee	Legal
Description	Please draft/review the contract set for this deal. References • Project/deal context: [Link] • Final proposal: [Link] Commercial summary (facts) • Fixed price: [Amount] • Project timeline (final): [Dates/summary] • Payment terms: [Deposit + milestones + final] • Acceptance criteria reference: [Link/section] Output • Approved contract set link: [Link] Proceed when the approved version is linkable and ready to send for signature.

Asana Card Template: Change order / updated SOW

	Asana Card Template
Title	Change order / updated SOW – [Client Name] – [Project Title]
Assignee	Legal
Description	Please draft/review a change order / updated SOW for the approved scope change. References • Change Request task: [Link] • Signed brief / current SOW: [Link] Change summary (facts) • What changed: [Short] • Commercial impact (if any): [Price / timeline / milestones] Output • Signed document required: yes • Draft link: [Link]

Checklist (Legal Use)

Contracting

	Checklist
1	☐ Contract set drafted/reviewed and linkable
2	☐ Acceptance criteria reference is explicit (linked)
3	☐ Signed contract link exists in Asana

Change order

	Checklist
1	☐ Change order / updated SOW drafted/reviewed
2	☐ Signed change order link exists in the Change Request task
3	☐ Delivery is unblocked only after signed change order exists

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