Change Orders

Change orders let you add or deduct scope from an accepted estimate without altering the original document. The original estimate stays locked as a clean record of the initial agreement, while each change order documents what changed and by how much.

#When to Use a Change Order

Scope changes are a normal part of contracting. A client might want to add a feature, upgrade materials, or remove part of the original scope. Instead of editing the accepted estimate (which would lose the original agreement), you create a change order.

Each change order is a separate document tied to the parent estimate. It has its own line items, totals, and approval workflow. When the client accepts a change order, the revised contract value updates automatically on the parent estimate.

#Creating a Change Order

Open an accepted estimate and click New Change Order in the action bar. Change orders can only be created from accepted estimates — not from drafts, sent estimates, or declined estimates.

You can create multiple change orders on the same estimate. Each one is independent and tracked separately. Change orders are numbered CO-001, CO-002, etc. within the parent estimate — each estimate has its own sequence starting at CO-001.

#Status Flow

Change orders follow the same workflow as estimates: Draft → Sent → Accepted or Declined. You can edit a change order while it's in Draft or Sent status. Once accepted, it locks.

#Signatures

Client signatures are always required on change orders. This is enforced regardless of your global signature settings. Before any scope change moves forward, the client must sign to confirm they agree to the revised cost. This protects both you and your client.

#Parent Estimate Tracking

On the parent estimate's detail page, a Change Orders card lists all change orders with their number, status, and amount. The card also shows the revised contract value — the original estimate total plus or minus all accepted change orders. This gives you and your client a clear picture of the total project cost as it evolves.

#Invoicing Change Orders

You can create an invoice directly from an accepted change order. The invoice number includes a -CO suffix to distinguish it from the main project invoice (e.g., INV-0047-CO). The invoice also shows a subtitle indicating it's for a change order.

#Sharing, PDF, and Email

When a client views a change order via a share link, they see context about the parent estimate — including its title, number, and original contract value. The PDF header reads "Change Order" and references the parent estimate. Emails use "Change Order CO-001" in the subject line with parent estimate context in the body.

#QuickBooks Sync

Change orders themselves don't sync to QuickBooks since they're supplementary documents. However, invoices created from change orders sync normally, just like any other invoice.