How to Manage Change Orders Professionally and Get Paid for Extra Work

The 6-Step Process

Each industry guide below follows this same framework, adapted for the specific context of that industry.

1. 1

   Define What Counts as a Change Order vs. Included Work

   Scope creep happens when the boundary between included work and extra work is unclear. For each job type, define in writing what is included in the base price and what requires a change order.

2. 2

   Create a Standard Change Order Process Your Techs Can Execute in the Field

   Your change order process must be usable in the field. Techs need to be able to describe the additional work, generate a price, and get customer approval — all from a mobile device while on-site.

3. 3

   Build a Field Price Book for Common Change Order Items

   Techs should not be estimating change order pricing from memory. A digital price book with pre-built pricing for common additional work items gives techs fast, consistent pricing that maintains margins.

4. 4

   Get Written Approval Before Starting Any Change Order Work

   The single most important rule: no work starts until the change order is approved in writing. A verbal approval from a customer who is not on-site creates a dispute. A signed change order (even via digital e-sign) is a contract.

5. 5

   Track Change Orders Separately From the Original Scope

   Invoice line items that mix original scope with change order work are disputed at higher rates. Keep change orders on separate line items so the customer can clearly see what they authorized and when.

6. 6

   Review Change Order Approval Rate Monthly to Identify Barriers

   If customers frequently decline change orders, the issue may be pricing, communication, or how your team presents additional work. Track approval rate by job type, by tech, and by customer type.

Common Mistakes to Avoid