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Creating Change Orders

Learn how to create change orders for approved scope modifications.

Prerequisites​

Before creating a change order:

  • Project must be in "Sold" status
  • You need permission to create change orders
  • Original estimate should be finalized

Creating a Change Order​

From Quick Actions​

  1. Open the project
  2. Click Create Change Order in Quick Actions
  3. Complete the change order form
  4. Submit for approval

From Financials Tab​

  1. Open the project
  2. Click Financials → Change Orders
  3. Click + New Change Order
  4. Complete the form

Choosing the Estimate​

When you open the Create Change Order dialog you can choose how the change order's estimate is populated:

  • Create new estimate (default) — a blank estimate is generated for the change order with markup inherited from the project's primary estimate. Use this for new scope you still need to build out.
  • Use existing estimate — pick from the project's existing estimates that have not been sold (the project's primary estimate may be reused as long as it is unsold). The selected estimate is reattached to the change order and becomes its primary estimate. No new estimate, default area, or blank prompt entry is created.

The "Use existing estimate" option is grayed out when the project has no reusable estimates (for example, when all estimates are sold).

Creating a Change Order directly from an estimate​

The estimates list on a project includes a Create Change Order action on each row's more-menu (the ⋮ icon). Use it when you already have an unsold or unattached estimate that should become its own change order:

  1. Open the project's Estimates tab.
  2. Click the ⋮ menu on the estimate's row.
  3. Choose Create Change Order.
  4. The Create Change Order dialog opens with that estimate already bound — fill in the change order title and team assignments and submit.

This action is disabled for sold estimates.

Change Order Form​

Basic Information​

FieldDescription
TitleBrief description of the change
Change Order NumberAuto-generated or manual
DateDate of the change order
TypeAdd, Deduct, or No Cost

Line Items​

Add items to the change order:

  1. Click Add Line Item
  2. Enter description
  3. Set quantity and unit price
  4. Apply markup if applicable
  5. Add additional items as needed

Cost Breakdown​

For each line item, specify:

  • Labor costs
  • Material costs
  • Subcontractor costs
  • Other costs
  • Markup/margin

Supporting Documents​

Attach relevant files:

  • Revised drawings
  • Customer correspondence
  • Photos documenting need
  • Vendor quotes

Notes​

Add internal notes or customer-facing descriptions:

  • Internal Notes - Visible to team only
  • Description - Appears on customer documents

Saving vs. Submitting​

  • Save as Draft - Keep for editing, not visible to customer
  • Submit - Send for approval workflow
  • Save and Generate Contract - Create change order contract immediately

Best Practices​

  1. Document thoroughly - Include all details about why the change is needed
  2. Attach evidence - Photos, emails, or other proof of scope change
  3. Price accurately - Include all direct costs plus appropriate markup
  4. Communicate clearly - Use customer-friendly descriptions