Electrical · Step-by-Step Guide
A tech discovers extra scope on-site — a corroded pipe, an unplanned material upgrade, an additional hour of labor. He calls it in verbally. The customer nods. The invoice comes out two weeks later with line items nobody recognizes. No ReKeying means scope changes captured in the field flow directly to the invoice with a digital approval trail.
An electrician roughing in a new tenant space finds the existing panel has no capacity for the requested circuits — an unanticipated $1,800 panel upgrade. He emails the GC. The GC says 'proceed.' The invoice is disputed at final billing because there is no signed change order in the file.
Verbal or email-only change approvals cost electrical contractors an average of $3,200/year in write-offs per project manager — real money that signed digital change orders would have protected.
Follow these steps in order. Each step builds on the previous one.
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.
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.
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.
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.
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.
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.
Undocumented change orders are the #1 source of invoice disputes. The average disputed amount is $1,200–$4,000 per incident. At 5 disputes per month, that is $72K–$240K/year in contested revenue.
These mistakes are the most common reasons implementations fail. Avoid them.
Work completed before approval is granted is almost never fully collected. Customers who would have approved a change order before the work was done will often dispute the same charge after the fact.
Verbal approvals are disputed on 40–60% of jobs where the customer was not present when the additional work was discovered. Written approval — even a text message reply — is far stronger.
Techs who are uncomfortable presenting additional work will undercharge or skip the change order entirely. Change order presentation is a skill that must be trained.
Reading the guide is step one. Step two is having a working solution built for your specific workflow. Here's how we do it:
We study exactly where change order management happens in your electrical operation — the forms, the handoffs, the pain points.
Not a demo. Not a slide deck. A real, functional prototype that eliminates the pain point and works with your existing tools.
You test the prototype on a real job. If it doesn't fix the problem, you don't pay. No ReKeying, guaranteed.
Tell us about your operation and we'll build you a working solution. No ReKeying. No commitment. No credit card.
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Change Order Management
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Change Order Management