A change order process makes new requests visible before they consume delivery capacity. Use it when extra revisions, added locations, or new deliverables turn a profitable project into unpriced work.
Download the editable CSV worksheet. Open it in your spreadsheet application, keep the instructions, and complete the blank entry, owner, due date, and evidence columns. This is a blank planning tool; the example below is illustrative.
When to use this worksheet
Use it with the manager who owns this workflow and one person who performs the work. Bring a recent completed case and a recent exception. Compare the worksheet with those records before adopting it as a team standard. If an existing system already stores these details, use its fields rather than maintaining two competing records.
Template fields and completion checklist
| Field | What to record |
|---|---|
| Request | Describe the requested difference from the agreed scope. |
| Original scope reference | Link the agreement section affected. |
| Effort and cost | Estimate added work and any external purchases. |
| Schedule impact | Show which milestones would move. |
| Approval | Name the internal approver and customer acceptance evidence. |
| Delivery update | Record the revised plan, invoice action, and team notification. |
How to put the process into practice
Capture the request in plain language and compare it with the signed scope. Resolve genuine ambiguity before assuming the customer owes an additional fee.
Estimate the full impact, including review time and dependencies. Offer a tradeoff such as replacing a planned deliverable where that is practical.
Obtain the required acceptance before starting changed work. Update the project plan and billing record together so operations and finance use the same version.
Worked example
Illustrative example: a client requests a second training session for another department. The original package includes one session. The manager proposes an additional session with preparation time and a revised completion date. The team schedules it after acceptance, rather than absorbing the work and disputing the invoice later.
Common mistake to avoid
Calling every small clarification a change order creates friction. Define what is included, what counts as a correction, and what requires a commercial decision at kickoff.
What to measure after implementation
Compare approved extra effort with unbilled extra hours, approval turnaround, and milestone changes. Review repeated requests when updating future scopes.
Review the first completed worksheet
Before expanding this process, have the responsible manager check one completed record against the original evidence. Confirm that another team member can understand the next action without asking the author to explain it. Record any missing information as a revision to the worksheet. Choose a review date based on how often the workflow runs; a weekly process gives feedback sooner than a quarterly one.
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Elixir Consulting Group helps owner-led businesses install practical systems. Explore operations consulting or book a consult to discuss the workflow your team needs to improve.
