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Managing Change Orders

Learn how to manage the change order workflow from creation to approval.

Change Order List​

View all change orders for a project:

  1. Open the project
  2. Click Financials → Change Orders

The list shows:

  • Change order number
  • Title/description
  • Amount (add or deduct)
  • Status
  • Date created

Approval Workflow​

Submitting for Approval​

  1. Open a draft change order
  2. Review all details
  3. Click Submit for Approval
  4. Optionally send to customer

Customer Approval​

Customers can approve via:

  • Email Link - Click approve/decline in email
  • Client Portal - Review and approve online
  • Manual - You mark as approved after verbal/written confirmation

Recording Approval​

  1. Open the pending change order
  2. Click Mark as Approved
  3. Enter approval date
  4. Add any notes
  5. Save

Handling Declines​

If customer declines:

  1. Open the change order
  2. Click Mark as Declined
  3. Enter reason for decline
  4. Optionally revise and resubmit

Editing Change Orders​

Draft Change Orders​

While in draft status:

  • Edit any field
  • Add or remove line items
  • Attach documents
  • Delete if needed

Submitted Change Orders​

Once submitted:

  • Limited editing available
  • May need to void and recreate
  • Contact admin for locked field changes

Voiding Change Orders​

To cancel a change order:

  1. Open the change order
  2. Click Void
  3. Enter reason for voiding
  4. Confirm

Voided change orders:

  • Remain visible for audit
  • Do not affect contract totals
  • Cannot be edited or reactivated

Change Order Reports​

View change order summaries:

  • Total approved change orders
  • Pending approval amounts
  • Change order history
  • Impact on contract value

Contract Generation​

After approval, generate updated contract:

  1. Open the approved change order
  2. Click Generate Contract
  3. Select contract template
  4. Review and send for signature