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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

Deleting Change Orders​

Delete a change order from the project's Change Orders list with the trash icon on its row.

  • Permission — Deleting change orders requires the Delete Projects permission. Without it, the trash icon doesn't appear. An admin can grant it to any role in Roles and Permissions.
  • Open change orders only — The trash icon is greyed out on approved and denied change orders. Hover it to see why.

To delete a change order:

  1. Click the trash icon on an open change order's row
  2. Click Yes, Delete to confirm

If the delete can't be completed, for example because the change order was approved in the meantime, the dialog closes and a message explains why.

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