Template

Change Order Template

Verbal change orders are the most common cause of contractor payment disputes. Customer says "let's upgrade to the quartz countertop" mid-job; you do the work; the invoice arrives 20% over the original quote; customer claims they never approved the change. This template prevents that. Every scope change becomes a documented, signed change order with cost and schedule impact spelled out.

What this template includes

A change order document with reference to the original contract, description of the change, cost impact (positive or negative), schedule impact in days, new revised contract total, and customer acceptance signature line.

Who uses this

RemodelersGeneral contractorsCustom-home buildersRoofers (insurance supplements)HVAC installersAnyone whose scope evolves mid-job

Template preview

Header
CHANGE ORDER
CO #: 2 · Date: [today] · Original Contract Date: [contract date]
Job: Johnson Bathroom Remodel, 123 Main St
Original Contract: Q-1042 (signed 3/12)
Description of change
Customer requests upgrade of standard shower fixture (originally Moen Adler) to Moen Brantford brushed-nickel rainfall + handheld combo. Includes additional valve work for handheld diverter.
Cost impact
Original fixture (credit) ................................... -$140
New fixture + handheld + diverter valve ....................... $480
Additional labor (2 hours @ $75) .............................. $150
NET CHANGE: ................................................... $490
Schedule impact
No schedule impact. Work continues on existing timeline.
Running contract total
Original contract: ......................................... $12,450
CO #1 (additional outlet): ..................................... $185
CO #2 (this change): .......................................... $490
REVISED CONTRACT TOTAL: .................................... $13,125
Acceptance
I authorize the change described above. New contract terms incorporate this CO.
Customer signature: _______________________________  Date: ________
Contractor signature: _____________________________  Date: ________

Copy this structure into your own document, or run it natively in Vexor.

How to use it well

1. Document EVERY change

Even $200 changes. Verbal agreements forgotten months later cost contractors thousands in disputes. The 60 seconds it takes to write a change order is worth it for every scope change without exception.

2. Show running contract total

Each change order shows the original contract, the cumulative changes to date, this change, and the new revised total. Customers see the full picture, not just the latest hit.

3. Include schedule impact

Cost impact alone misses half the equation. If a change adds 3 days, the schedule line gets pushed and any dependent subs get notified. Document the schedule change in the same document as the cost change.

4. Get signature BEFORE the work

Doing the work and asking later is how disputes start. The change order is a mini-contract amendment. Sign it before you order the upgraded part or schedule the extra day.

5. Keep change orders with the original contract

When you invoice, the original contract + every signed change order = the full scope you're billing against. Customers can verify each line. The audit trail prevents the "but you never told me that cost more" conversation.

FAQ

Are change orders legally required?

Most state contractor licensing boards require written change orders for material scope changes — especially on jobs over a certain dollar threshold. Even where not required, written change orders are your defense in any dispute.

Can I use email instead?

A clear email exchange where the customer says "yes, do the upgrade" can serve as a change-order in many states, but a formal document with signature is dramatically stronger. Most attorneys recommend the formal change order for anything over $500.

What if the customer refuses to sign?

Don't do the work. Period. The contractor who proceeds without a signed change order is taking on all the dispute risk personally. If the customer won't sign, hold the line — most will sign once they realize the work won't proceed otherwise.

Can a change order REDUCE the contract?

Yes — a credit change order reduces the contract for descoped work. Same format, negative cost impact. Document these too; it's how you handle the homeowner who decides not to do the master-bedroom paint after all.

Does Vexor track change orders?

Yes — Vexor generates change orders from inside the job, captures e-signature, updates the running contract total, and surfaces all change orders on the final invoice. The audit trail is automatic.

Skip the copy-paste

Vexor generates this template natively, attached to the customer and the job — with e-signature, automatic invoice flow, and the full audit trail.

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