A change order usually starts before anyone opens a pricing form. The first step is a field condition, instruction, conflict, or request that must be documented, noticed, scoped, priced, reviewed, authorized, and eventually billed. Clear ownership at each handoff keeps extra work from disappearing between teams.
1. Document the field event
Record the date, location, instruction or condition, affected work, responsible people, photos, labor, and immediate response.
2. Give required notice
Follow the contract for timing, recipients, format, and supporting information. A daily log supports facts but may not satisfy notice.
When the changed work proceeds on a daily-rate basis, follow the recordkeeping in Time and materials documentation.
3. Define and price the scope
Clarify inclusions and exclusions. Price labor, materials, equipment, subcontractors, credits, markup, and schedule impact.
4. Review and authorize
Resolve questions, revise as needed, and capture written authorization from the proper party. Distinguish pending requests from approved changes.
5. Bill and retain the record
Move the approved amount into the billing workflow and retain the field evidence, pricing, correspondence, signature, and final authorization together.
Set ownership and deadlines
Define who receives field flags, who decides whether notice is required, who prices the work, and who follows up for authorization. Use internal deadlines shorter than the contract deadline so the team has time to review. A dashboard can surface aging drafts, but accountability still needs an owner.
Manage work before authorization
Projects sometimes require immediate action for safety, protection, or schedule reasons. Follow the contract and obtain written direction from an authorized party whenever possible. Record who directed the work, the time, the scope, and any limitation on authorization. Do not assume a field acknowledgment approves price or contract time.
Close the loop after approval
Update the change log, budget, schedule, subcontract commitments, and billing system. Confirm that field teams understand the approved scope and any exclusions. Retain the signed authorization with the daily record, photos, pricing, correspondence, and final billing treatment.
Track aging and exposure
Review open changes at least weekly. Separate documented potential changes from submitted requests, pending revisions, and approved amounts. Track the age, responsible reviewer, next action, labor already spent, and expected schedule effect. This shows management where exposure is growing before the project reaches closeout.
- Days since field event
- Notice deadline
- Current pricing owner
- Date submitted
- Reviewer and next follow-up
- Work performed before approval
- Pending value
- Schedule days requested
Why change orders stall
Requests commonly stall because the scope is unclear, the price lacks support, the reviewer lacks authority, notice was late, or the field and office tell different versions of the event. A connected daily record does not remove every disagreement, but it gives the team a consistent factual starting point and a clear place to resolve missing information.
Use the process with working templates
Use the template and related guidance to carry a documented field event through pricing, authorization, and billing:
Common questions
Frequently asked questions
When does the change order process begin?
Begin when the field first identifies a changed condition, instruction, or scope issue, not after all extra work is complete.
Can extra work proceed before approval?
Sometimes immediate action is required, but the company should follow the contract, document direction, and seek written authorization from an authorized party.
How often should open changes be reviewed?
Review them at least weekly, with owners, deadlines, values, notice status, and next actions visible.
Separate potential, pricing, submitted, pending, approved, rejected, and billed work. Review aging changes regularly so a missing scope, price, signature, or notice does not remain hidden.