Change Orders

What is a change order in construction?

A change order is a documented amendment to the original contract or estimate that adds, removes, or modifies work and its associated price, agreed to by both parties before the extra work is performed.

Change orders exist because job scope often shifts once work is underway — hidden damage is found, a customer requests an upgrade, or site conditions differ from what was assumed. A proper change order typically includes:

• A description of the added or changed work
• The additional cost (or credit, if scope is reduced)
• Any schedule impact
• Signature or approval from the customer before work proceeds

Without a documented change order, extra work performed outside the original estimate is one of the most common sources of payment disputes, since the customer may argue it was never agreed to.

BCTM lets you add a change order to an existing job as new, clearly labeled line items tied to the original estimate, keeping a documented record of what was added and when.

How do I bill a customer for extra work not in the original estimate?

Document the extra work as a formal change order with its own price, get the customer's approval before performing it, then add it as a separate line item or supplemental invoice tied to the original job.

Billing for out-of-scope work without documentation is a common way contractors end up unpaid or in a dispute. The safer process:

1. 1.Document the specific additional work and its cost as soon as it's identified — before you do it, not after
2. 2.Get the customer's approval (digital signature or written confirmation) before proceeding
3. 3.Add it as a distinct line item or a separate supplemental invoice, clearly labeled as a change order, rather than folding it silently into the original invoice

This keeps a clear record of exactly what was originally agreed to versus what was added later, which protects you if the total comes in higher than the customer expected.

BCTM lets you add a change order as new line items linked to the original job, with digital approval before the invoice is finalized.

Do change orders need to be signed before starting extra work?

It's strongly recommended, though not universally legally required — getting written approval before starting extra work protects you from disputes over price and scope later.

Whether a signature is a legal requirement depends on your contract's specific terms and, in some cases, state contract law — but as a practical matter, starting extra work without documented approval is one of the riskiest things a contractor can do:

• The customer can later dispute they ever agreed to the added cost
• Without documentation, you have little leverage if they refuse to pay
• Verbal agreements are much harder to prove than a signed or digitally approved change order

As a business practice, get sign-off before starting, even if it just takes a quick text approval. If your original contract has specific requirements about change order procedures, follow those, and consult an attorney if you're unsure what your contract requires.

BCTM supports a digital approval step for change orders, so you can get the customer's sign-off by text or online before starting the extra work.

How do I add a change order to an existing job in my invoicing software?

Open the existing job or invoice, add the new line items for the additional work and cost, and either append them to a supplemental invoice or attach them as a documented amendment to the original estimate.

The exact steps vary by software, but the general workflow is:

1. 1.Locate the original job, estimate, or invoice
2. 2.Add new line items describing the additional work and price
3. 3.Get customer approval on the change (digital signature or approval link, if supported)
4. 4.Either generate a supplemental invoice for just the change order, or roll it into the next invoice with clear labeling

Keeping the change order clearly tied to the original job — rather than as an unrelated, separate invoice — preserves the full documentation trail for that project.

BCTM lets you add change-order line items directly to an existing job, tied to the original estimate, and generate a supplemental invoice or roll them into the next billing cycle.