Change orders.

A change order records an agreed change to a project’s price: extra deliverables, a new format, or a reduction when part of the work is dropped. Each one is numbered per project (CO-01, CO-02 and so on), goes to the client for approval, and once approved is added to the project’s current value. It keeps scope creep honest without anyone rewriting the original quote.

#Create a change order

1. 1
   Open the project and go to the Money tab.
2. 2
   In the Change orders card, choose New change order.
3. 3
   Give it a Title the client will recognize, for example “Two extra 15s cutdowns”.
4. 4
   Add a Description if it helps. The client sees this, so write it for them.
5. 5
   Pick the Type: Addition adds to the project value, Reduction takes off it (recorded as a descope credit).
6. 6
   Enter the Amount as a positive number. The type decides the sign.
7. 7
   Check the Currency. If the project has a value, it is locked to the project’s currency; if not, pick one.
8. 8
   Choose Create draft.

Drafts are private to your team. You can change one with Edit draft or remove it with Delete draft (deleted drafts are gone for good).

#Send it to the client

1. 1
   On the draft, choose Send to client.
2. 2
   Confirm. The change order’s details lock once it is sent.

The client sees it in the Waiting on you section of their portal Money page, with the title, description and amount (reductions are flagged as good news). They can choose Approve, or decline with an optional note telling you why. Either way your team is notified.

#Record the client’s answer yourself

Not every client logs in to click a button. If they said yes (or no) by phone or email, record it for them:

• Record approval records their approval on their behalf. This is final.
• Record decline records a decline, with a note if you want one.
• Void cancels a sent change order so the client can no longer respond to it. This can’t be undone. In the portal a voided change order shows as “Withdrawn”.

#Change order statuses

#Fix a mistake: withdraw or reopen

Owners, Admins and Finance can correct a change order after it has left draft:

• Withdraw to draft (on a change order awaiting the client) pulls it back to a fully editable draft. The client’s pending approval disappears until you send it again.
• Reopen… (on an approved or declined change order) clears the recorded decision and puts it back in the client’s approval queue. The client is notified.

Both ask for an optional reason, which is kept in the change order’s internal history. Every send, decision and correction is logged there, so you can always see who did what and when.

#Bill an approved change order

Approved change orders are offered as one-click pills in the invoice builder. Open New invoice with the project selected and look for the Bill CO: row: each pill adds that change order as its own line item. Change orders you have already billed are skipped. The Remaining button also itemizes any unbilled change orders alongside the base. See Invoices.