Help

Import Change Orders from Spectrum

Modified: 18 Sep 2026 Trimble Pay Help

Once you've imported a project into Trimble Pay, the AP subcontract change orders flow into Trimble Pay automatically.

Change orders automatically flow into Trimble Pay when the following are true:
Note: It may take up to 45 minutes from the time a change order was set to Executed in Spectrum for it to show up in Trimble Pay.

Automated Sync

When you performed the one-time import of the Spectrum job into Trimble Pay, a job-specific connection was established.

From then on, the integration has run on a 30-minute schedule, continuously checking Spectrum for updates related to the job. Once an AP Subcontract Change Order reaches the Executed status in Spectrum, Trimble Pay automatically links it to the subcontract.

At that point, Trimble Pay takes these actions:
  1. In the Contract tab, updates the Current contract value to reflect the change order amount.
  2. In the Change orders tab, displays a record of the change order, along with any other change orders for the same contract.
  3. Creates a new accounting line which is linked back to the proper subcontract Phase Detail line in Spectrum.
    Note: The link from the new accounting line is based on which action in Spectrum triggered the change order:
    • an update to an existing Phase Detail line
    • the creation of a new Phase Detail line
  4. Adds a new line item to the subcontractor's Schedule of Values in Trimble Pay and links it to the proper Phase Detail line in your Spectrum application. The subcontractor can now bill for the change order line in Trimble Pay.

About the Connection

  • Every Phase Detail line in Spectrum has a unique combination of Phase, Ct, and Billing Item, which Trimble Pay uses to accurately establish and maintain the link.
  • Each time Trimble Pay pulls in an executed change order, it creates a new accounting line. This may result in more accounting lines existing in Trimble Pay than Spectrum, but Trimble Pay rolls these costs together based on Spectrum's unique combination of Phase, Ct, and Billing Item.
  • In Spectrum, change order amounts don't show up against the subcontract phase detail line until the subcontract change order status is Executed (E).

Change Order Management

For integrated contracts, manage all change orders directly within Spectrum. If an unbilled change order remains in Trimble Pay after being removed from Spectrum, delete it manually using these steps:

  1. On the Trimble Pay contract page, select the Change orders tab.

  2. Choose the change order you want to delete from the list by selecting the caret.

    If the change order has not been billed against, a Delete button displays.

  3. Select Delete.
  4. To confirm you want to delete the change order, select Yes.
Note: To permanently delete a change order, you must remove it from Spectrum first. If it is not removed from Spectrum, it may display in Trimble Pay during the next sync.
Submit
Previous
Next