Change Orders

Track scope changes and their impact on budget and schedule.

What is a Change Order?

A change order documents modifications to the original project scope. It records:

• What changed
• Why it changed
• Cost impact
• Schedule impact
• Approvals

Creating a Change Order

Go to Change Orders

Open your project and click Change Orders tab.

Click New Change Order

Click + New Change Order.

Fill in Details

Add Cost Impact

Enter the financial effect:

• Add line items for new work
• Remove line items for deleted work
• System calculates net change to budget

Add Schedule Impact

If the change affects timing:

• Days added or removed
• Affected stages that shift
• New target date if applicable

Submit for Approval

Save as Draft to work on later, or submit for approval workflow.

Change Order Types

Approval Workflow

Change orders go through stages:

Draft → Pending Approval → Approved/Rejected → Executed

Approval Process

1. Draft - You're still working on it
2. Pending Approval - Submitted, waiting for signatures
3. Approved - Client agreed to changes
4. Rejected - Client declined (document reason)
5. Executed - Work authorized to proceed

Who Approves?

Configure approval requirements in Settings:

• Internal approval (Project Manager, Owner)
• Client approval (signature required)
• Both (multi-step workflow)

Impact Tracking

Budget Impact

Change orders automatically update:

• Contract Value - Original + approved changes
• Current Budget - Reflects all approved COs
• Projected Cost - Budget + pending changes

View the impact summary:

Original Contract:     $50,000
Approved Changes:      + $7,500
Current Contract:      $57,500
Pending Changes:       + $3,000
Projected Total:       $60,500

Schedule Impact

When a change affects timeline:

• Days added/removed tracked
• Target date recalculates
• Affected stages highlighted
• Gantt chart updates

Linking Documents

Attach supporting documentation:

• Client request emails
• Revised drawings
• Material quotes
• Site photos

1. Click Attach Document
2. Upload or select existing
3. Add description
4. Document is linked to CO

Change Order Reports

Generate summaries for accounting or client:

CO Summary Report

• All change orders listed
• Status and amounts
• Net project impact

CO Detail Report

• Full description of each change
• Line item breakdown
• Approval history

Export Options

• PDF for client records
• Excel for accounting
• Attach to invoices

Best Practices

Document Everything

• Get change requests in writing
• Take photos before/after
• Record conversations
• Keep email chains

Price Fairly

• Use consistent pricing methods
• Reference original quote rates
• Include overhead and profit
• Show your math

Communicate Clearly

• Explain impacts to client
• Get approval BEFORE work starts
• Confirm in writing
• Update affected team members

Common Scenarios

Client Requests Addition

1. Create change order (Scope Addition)
2. Detail new work and cost
3. Send to client for approval
4. Wait for signed approval
5. Begin work when approved

Hidden Conditions Found

1. Document the condition (photos)
2. Create change order
3. Explain what was found
4. Propose solution and cost
5. Get approval to proceed

Material Price Increase

1. Create change order (Price Adjustment)
2. Show original vs. new pricing
3. Attach supplier documentation
4. Request approval for difference

Next Steps

• Budget Management - Track costs in detail
• Quotes - Update estimates with changes
• Documents - Organize change documentation