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Change Orders in Buildertrend simplify the process of managing project changes by giving you a centralized, trackable way to document, price, and approve scope adjustments.
Whether you're handling client upgrades or unexpected jobsite changes, you can clearly outline the change, attach supporting files, and send it for digital approval. This helps keep everyone on the same page.
Change Order Overview Help Video
Creating a Change Order
Begin by selecting a Job, then navigate to Change Orders from the Project Management dropdown.
Next, click +Change Order from the Change Orders dashboard.
Fill in the applicable necessary Change Order fields. When you're done, you can either Save it to send later or Send it directly to the client for review.
Change Order Fields: Change Order Information
Title – Provide a clear, descriptive title that allows you to quickly identify the purpose or scope of the Change Order.
ID # – Buildertrend automatically generates a numerical ID, but you can enter a custom Change Order number to match your internal tracking system.
Approval Deadline – Set a specific date by which the client must approve or decline the Change Order to keep the project timeline moving.
Client Last Viewed – Displays the most recent date the client accessed the Change Order, giving you visibility into client engagement.
Payment – If Invoice upon client approval is selected, Buildertrend will automatically generate and release an invoice for the Change Order amount once the client approves it—streamlining your billing process.
Change Order Fields: Price Information
Adding price information to a Change Order in Buildertrend allows you to clearly communicate the financial impact of a change.
You can itemize labor, materials, and other costs, giving clients full visibility. This level of transparency helps manage expectations, accelerates approvals, and ensures accurate invoicing and job costing.
Flat Fee vs Line Items – Determine if you want to apply one flat cost for the Change Order or itemize all costs associated with the Change Order.
💡Pro Tip
Buildertrend recommends itemizing costs using Line Items. Entering costs as a Flat Fee will not allocate expenses to specific cost codes on the budget, limiting the accuracy of your job costing. Using Line Items ensures your financial tracking remains detailed and efficient.
Show line items to client – When this option is checked, your client will see the Description, Quantity, Unit Price, and Total Price for each line item on the Change Order. Builder cost and markup will remain hidden, ensuring transparency without disclosing internal pricing.
Cost Lines – If you are itemizing costs via Line Items, by selecting +Item you can add all costs associated with the Change Order.
Add from Catalog – Costs may also be added from your Cost Catalog.
Change Order Fields: Additional Change Order Information
Attachments – Add supporting files or create a new Word/Excel document directly within the Change Order.
Subs/Vendors – Select sub/vendors to be automatically notified once the Change Order is approved.
Notes – Include detailed information to provide context or clarification for the Change Order.
Internal Notes – Visible only to your internal team.
Sub/vendor Notes – Shared with both internal users and selected subs/vendors.
Client Notes – Shared with internal users and the client.
Change Order Description – A full explanation of the change being proposed. This field is visible to all users with access to the Change Order, including internal team members, subs/vendors, and clients.
Internally Approving a Change Order
Buildertrend gives you the flexibility to internally approve a Change Order on behalf of the client when needed, which is perfect for in-person approvals, verbal confirmations, or time-sensitive situations.
This keeps your project moving forward without waiting on digital sign-off while still maintaining a clear record of who approved the change and when.
From the Change Orders dashboard, select the Change Order that requires approval.
Navigate to the Approval Status section of the Change Order to leave a comment explaining why you're signing on the client's behalf. Then, apply your e-signature and click Approve to finalize the approval.
Client Collaboration
Inviting your active clients to participate in Change Orders streamlines your process and simplifies their experience.
Whether you're allowing clients to submit Change Order requests or just review and approve changes you've initiated, Buildertrend keeps the workflow smooth and straightforward.
Real-time collaboration helps avoid miscommunication, speeds up approvals, and keeps your project moving forward with transparency.
Client Collaboration Help Video
Allow Clients to Submit Change Order Requests
With Buildertrend, clients that have been invited to the job can easily submit Change Order requests directly through their portal, giving them a clear and structured way to communicate desired changes.
This feature eliminates the need for back-and-forth emails or phone calls while ensuring all requests are documented and reviewed within your existing workflow, keeping your project organized and your clients engaged.
Start by navigating to the Job Details of the job.
From to the Clients tab, check Change Order Requests under Client Permissions.
Once enabled, the client can navigate to the Change Order dashboard and click +Change Order Request to create and submit a request.
Approving a Change Order
Once a Change Order has been sent to the client, they can approve it directly from their email or, if they’ve been invited to the job, through the client portal, offering a seamless and convenient approval experience.
Email Approval
Client Portal Approval
Change Orders on the Mobile App
With Buildertrend’s mobile app, you can create Change Orders anytime, anywhere to keep your budget and project scope aligned, even while you're on the jobsite.
Whether you're meeting with a client, identifying unexpected changes, or tracking field updates, you can quickly document the change, add pricing details, and send it off for approval directly from your phone.
This real-time flexibility keeps your team informed, reduces approval delays, and ensures every change is captured and accounted for without ever stepping into the office.
For a complete walkthrough on creating and managing Change Orders using the mobile app, check out the Change Orders on Mobile article.
Interested in Learning More? 📚
The Buildertrend Learning Academy is your one-stop-shop for your online education, whether you're new to Buildertrend or an experienced user looking to learn more.
If you have any questions or require additional support, feel free to chat with us, send an email: support@buildertrend.com, or give us a call at 1-888-415-7149. We’re always happy to help.