Change Orders

Module: CRM & Sales | Platform: Desktop

Change Orders document scope modifications after an estimate has been approved and work has begun. They capture additional work, scope reductions, or material substitutions — adjusting the contract value and keeping both internal budgets and client-facing billing aligned.

Navigation

Sidebar → CRM → Change Orders or accessed from within an active project's financial tab.

Change Order Lifecycle

Stage	Description
Draft	PM creates the change order, defines scope and pricing
Internal Review	Operations or finance reviews margin impact
Submitted	Sent to the client / GC for approval
Approved	Client accepts — contract value updated
Declined	Client rejects — no contract impact
Invoiced	Approved change order billed on next progress invoice

Change Order Fields

Field	Description
CO Number	Sequential identifier (CO-001, CO-002, etc.)
Project / Job	Links to the parent project and specific job
Description	Detailed scope of the change
Reason	Why the change is needed (client request, site condition, design change, regulatory)
Labour Hours	Estimated additional (or reduced) labour
Material Cost	Additional material pricing
Markup	Applied margin on cost
Total Value	Net contract adjustment (positive for additions, negative for reductions)
Requested By	Who initiated the change (client, GC, internal)
Date	Date created and date approved/declined

How Change Orders Affect Financials

Financial Area	Impact
Contract Value	Original estimate + sum of approved COs = revised contract
Schedule of Values	Approved COs add new SOV line items or adjust existing ones
Progress Billing	CO amounts appear on subsequent progress invoices
Job Costing	CO labour and material costs tracked separately for margin analysis
Budget vs. Billing	Internal budget and client-facing billing both updated independently (SOV split)

Common Workflows

Creating a Change Order

1. Navigate to the project's financial section
2. Click New Change Order
3. Fill in scope description, reason, and pricing
4. Attach supporting documents (photos, drawings, RFIs) if needed
5. Save as Draft or submit for internal review

Approving and Billing

1. Once client approves, update status to Approved
2. CO line items automatically appear on the next progress report
3. Include in the next progress invoice cycle
4. Track CO margin separately in job costing reports

Filters & Search

Filter	Options
Status	Draft, Submitted, Approved, Declined, Invoiced
Project	Filter by parent project
Date Range	Created date or approval date
Requested By	Client, GC, Internal

Related Pages

• Estimates — Original contract pricing that COs modify
• Cost Codes & SOV — How COs integrate with Schedule of Values
• Progress Reports — Billing that includes approved COs
• Billing Report — Invoice generation with CO line items
• Companies — Client and GC relationships