How do I send a change order?
Short answer
Create a change order from the existing job that lists only the added or removed scope and its price difference, then send it for a fresh signature before the extra work continues. TactStack links the change order to the original contract, updates the job total automatically, and keeps both documents on record for anyone who asks what changed.
Before you start
- The original signed contract or quote the change relates to.
- A clear description of exactly what is being added, removed, or changed.
- Updated pricing for the changed scope.
- A rule for whether work can proceed before the change order is signed.
Step by step
- 1
Create the change order from the original job
Start it linked to the existing contract instead of a blank document so both documents reference the same job.
A change order that floats on its own is easy to lose track of.
- 2
List only what changed
Describe the added or removed scope specifically, and leave out everything that is staying the same.
A confusing document invites a customer to question the whole job, not just the change.
- 3
Show the price difference clearly
State the added or credited amount and the new total, not just the change amount by itself.
Customers sign faster when they can see exactly where the new number lands.
- 4
Send it for a fresh signature
Require the customer to sign the change order specifically, even if they already signed the original contract.
The original signature only covers the original scope, nothing more.
- 5
Hold extra work until it is signed
Set a rule with the crew that added scope does not proceed until the change order comes back signed.
Doing the work first removes any leverage to actually get paid for it.
- 6
Update the job total automatically
Confirm the signed change order flows into the job's running total instead of needing a manual recalculation.
A total that lags behind reality causes billing arguments at the end of the job.
- 7
Keep both documents linked on the record
Check that the original contract and every change order are visible together on the job.
Anyone reviewing the job later needs the full history, not just the final number.
What good looks like
- Added scope always has a signed, priced document behind it.
- The job total stays accurate without manual recalculation.
- Crews have a clear rule for when extra work can actually start.
- Disputes over what was agreed to are settled by pulling up the record.
Common mistakes
The ways this goes wrong in sales, and what to do instead.
Starting extra work before the change order is signed›
Verbal agreement to add scope is not a signed document and leaves no leverage to collect payment.
Do this instead: Hold added scope until the signed change order is back on file.
Bundling unrelated changes into one confusing document›
Combining several unrelated additions into one vague change order makes it hard for a customer to know what they are approving.
Do this instead: Send a separate, specific change order for each distinct scope change.
Not updating the job total›
A signed change order that never updates the running total leaves the final invoice short.
Do this instead: Confirm the job total reflects every signed change order automatically.
Losing the link to the original contract›
A change order saved separately from the job makes it hard to prove what the original scope actually was.
Do this instead: Always create the change order from the existing job so both stay linked.
Frequently asked
6 questions about send a change orderRelated guides
Pick the next thing to set up, or back up a step if something here assumed work you have not done yet.
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The natural follow-on tasks once this one is working.
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