The Contractor's Guide to a Bulletproof Construction Change Order Process
Scope creep is a profit killer.
It starts with "while you're here..." Then it's "can you just move this outlet?" Before you know it, you're doing unpaid work.
Your job isn't just to do the work. It's to get paid for the work. A bulletproof construction change order process is how you protect your business. Here’s how to build one.
What is a Change Order?
A change order is a formal document. It amends the original contract. It details changes in scope, cost, or schedule.
It is not a text message. It is not a verbal agreement. It is a legally binding record that you did extra work and deserve extra pay.
Why Your Current Process is Broken
You’re losing money if this sounds familiar. You agree to a small change on the spot. You forget to write it down. You forget to price it out. The client "doesn't remember" agreeing to a cost. You eat the cost to avoid a bad review.
This cycle bleeds your profit margin dry.
The 4-Step Bulletproof Process
Stop the bleeding. Implement this simple process on every job.
1. Document Immediately. The moment a client requests a change, stop. Open your phone or tablet. Document the request in detail. What do they want? Why do they want it?
2. Price the Change. Don't guess. Calculate the real cost. Include materials, labor, and your standard markup. Present this as a clear, itemized cost. No work begins until the price is approved.
3. Get a Signature. This is non-negotiable. Send the change order with the new price to the client for a digital signature. A signature means they understand and approve the added cost. This is your shield against future disputes.
4. Track and Invoice. Once signed, the change order becomes part of the official project file. Add it as a line item on the final invoice. You now have a clear paper trail from request to payment.
Automate Your Process, Protect Your Profit
Doing this manually is a pain. Paper forms get lost. Emails get buried. You need a system that makes it easy.
This is where you need a tool built for the job. Stone Systems lets you create, send, and track change orders right from your phone.
Your tech can create a change order on-site. Price it out from your saved items. Send it to the client for an e-signature. It automatically tracks the approved change against the job.
No more forgotten work. No more awkward conversations about money. Just a simple, professional process that ensures you get paid for everything you do.
Stop doing free work. Tighten up your change order process.
