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How to keep a change order log
A change-order log is a running list of every mid-project request — approved, declined, or still open — so invoicing is not an exercise in memory.
One change is easy to remember. Six changes across a six-week project are not. Without a log, you will under-bill, or you will bill for something the client thought was informal, or you will lose the date an approval arrived.
Columns that are enough
- Date of the request
- Change order number
- A short description of the request
- Verdict: in scope, out of scope, or still unclear
- Quoted price
- Status: draft, sent, approved, declined, paid
- New due date, if any
- A notes field for the approval method (“email, 12 Nov”)
A useful extra is a running total of every quoted change, plus a second total that counts only approved (or approved-and-paid) items. That second number is what should appear as additional work on the invoice. The first number tells you how much scope pressure the project has seen, even on work the client declined.
ChangeOrder can keep a change log in this browser with localStorage, and you can export it as CSV. Entries stay on your device; they are not uploaded. The free tier lets you save 3 change orders a month. That is enough to try the habit; a spreadsheet is better if you want the same log on every machine.
The Excel workbook in the Contractor Change Order Template Pack includes a Change Order Log with running totals and an approved-only subtotal, plus the form and pricing sheet. $9, instant download. Combine it with the online tool when you want a drafted reply first.
Try the free tool — paste your signed scope and the new request. Free tier: 3 change orders a month. Drafts are suggestions, not legal advice.
Open ChangeOrder $9 template pack (PDF + Excel)