A change order is easiest to manage when the scope, price, schedule effect, approval, and resulting job records stay together. A text message that says “go ahead” may explain what happened, but it rarely gives the project team everything it needs to update the contract, budget, purchase orders, and next invoice consistently.

The practical rule: before treating a requested change as approved, check the process in the signed contract and record who approved the specific scope, amount, and time impact. The AIA Contract Documents explanation of change orders describes a written agreement covering changes to the work, contract sum, and contract time. Its A201/G701 process is one model; the controlling contract and local requirements may differ.

What should a GC record when a change is requested?

Suppose an owner asks to move a kitchen island after rough-in. Do not let the request live only in a conversation. Put these items in one change record:

  1. What changed and why. Describe the original scope, the requested revision, and any drawings or selections that define it. Note whether the request came from the owner, an unforeseen condition, or a design clarification.
  2. Price and backup. Show the labor, materials, subcontractor quotes, allowances, and contract-defined markup that make up the proposed adjustment. Identify what is excluded or still subject to confirmation.
  3. Schedule effect. State whether the work changes a milestone or requires a decision by a particular date. If the effect is unknown, say so and document how it will be resolved.
  4. Approval state. Record who reviewed the proposed scope, amount, and timing, when they responded, and whether the request was approved, rejected, or returned for revision.
  5. Downstream updates. Once approved under the contract’s process, reconcile the contract value, job budget, draw or invoice plan, subcontractor scope, and schedule. Keep the prior version and supporting files.

This is an operations checklist, not a claim that every project needs the same form or signatories. For a disputed change, use the signed contract and get advice specific to the project.

Where change orders usually break

  • The scope is vague. “Move island” does not say what happens to electrical, plumbing, flooring, countertop fabrication, or inspections.
  • The estimate and schedule disagree. The price reflects extra work, but the milestone and subcontractor commitments still follow the old plan.
  • The approval is hard to find. An email, text, or portal response cannot be matched to the final priced version.
  • Billing moves before the job record. The next draw includes the change, but the contract value and budget do not show the same approved amount.
  • Cumulative impact gets missed. Review all pending and approved changes together so their combined cost and schedule effect is visible before the next owner update.

Use a weekly change log even if your team is small. Review proposed, pending, approved, rejected, and billed changes separately. The point is to catch an incomplete handoff while the decision is still fresh.

What should change-order software prove in a demo?

Ask each vendor to use a representative job rather than a polished sample screen. Have the team create a change, attach the source request and sub quote, revise the price, send the final version for the required approval, and show its status afterward. Then ask what updates automatically and what a person must review: budget, draw schedule, purchase order, client portal, and audit history. Finally, reject or revise a second change and confirm that an unapproved amount does not appear as approved revenue.

Opsite’s current Features page lists change orders, a client e-sign workflow, and connections to job financials. Those are product descriptions, not proof that a specific contract or integration will behave as your team expects. Ask Opsite to demonstrate the exact approval and downstream steps on a sample job, including any plan or permission limits.

For a broader software comparison, use the AI contractor software buying guide. If you want Opsite to walk through your change-order process, request a workflow fit review and bring one real, permissioned example with the names and amounts you are comfortable sharing.