Best Practices for Preventing Change Orders in BAS UI Design

At QA Graphics, we understand that change orders can be both frustrating and costly. Most often, they stem from incomplete project details at the start or evolving client needs mid-project. The good news? Many of these issues are preventable.

QA Graphics has nearly 20 years of experience in BAS UI design, backed by detailed time-tracking data. When the assets provided are accurate, our quotes will reflect that accuracy. We run a high-volume BAS studio where every hour matters—maintaining efficiency allows us to stay profitable and keep costs low for our clients.

We’re not perfect, and we don’t expect our clients to be either. But when the error is on our end, we own it—and we’ll fix it without additional charges.

Here are some best practices to help avoid unnecessary change orders:

• Clearly define and communicate project requirements upfront.
• Verify that all assets and information are accurate and complete before kickoff.
• Discuss potential client-driven changes early to manage expectations.
• Maintain open communication with our team to avoid surprises.

When preparing assets and project information for QA Graphics, keep the following in mind:

• Submit detailed project assets and be clear about what you need. If you’re sending multiple files (e.g., architectural vs. mechanical PDFs), let us know which one is the most accurate for layout purposes. If a suite update should be included, please call that out.
• Use markups to indicate any areas needing adjustments or where specific zones need to be identified on the floorplans.
• If your customer has a specific render style that we don’t currently have, please send a sample so we can match their expectations.
• When providing assets for submittals, make sure an updated quote is also included. This helps us align expectations and timelines accurately.
• Carefully review the scope of work provided by QA Graphics. If anything is unclear, don’t hesitate to request a meeting for clarification. It’s better to catch things early than revise them later.
• Request submittals or proof-of-concepts early in the process—whether for system graphics, MUI graphics, or other deliverables. Share these with your clients to gather feedback before we proceed too far into final production.
• Make sure your database is finalized before we begin. Adding, removing, or moving points after work has started often requires rebinding, which can result in additional costs.

By taking these proactive steps, you’ll reduce the risk of change orders and ensure your project runs smoothly from start to finish. We’re here to support you every step of the way.