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How to charge for extra work mid-project
The clean way to get paid for extra work is to stop, price it, and get a yes in writing — then start. Billing after the fact is how disputes start.
Once you have already done the extra work, you are negotiating from a weak position. The client has the result; you have hours you cannot unspend. Charge before you start, even if the request sounds small.
Four checks before you quote
- Is it actually extra? Compare it to the signed scope, including exclusions. If it is already included, do it and say so — goodwill matters.
- Is the request clear enough to price? “Can you also make it pop?” is not a line item. Ask what “done” looks like, then quote that.
- What will it cost you? Hours at your real rate, plus materials, plus a buffer for a revision. If they need it faster than your normal queue, add a rush surcharge and say why.
- What does it do to the original deadline? A new page this week may push the original launch. Put the new date in the same note as the price.
How to state the number
Clients accept a price more readily when they can see the math: “4 hours × $100/hr = $400, delivery Friday.” A single lump sum with no explanation invites haggling. If materials or software are involved, list them separately from labor.
Send the note, then wait. Starting “just to be helpful” while you wait for approval trains the client to treat the change order as optional.
ChangeOrder will flag whether a request looks in scope, out of scope, or unclear, then draft a priced reply. The estimate is hours × rate, with an optional 50% rush surcharge. Use it as a starting point and adjust the hours if you know the work better than a default of four.
For a form, a running log, and a pricing spreadsheet you can reuse on every project, get the Contractor Change Order Template Pack ($9, instant download). Neither the tool nor the pack is legal advice.
If you already use ChangeOrder often, ChangeOrder Pro is $9/month for unlimited change orders in the app.
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)