Change Orders

Adding a Change Order to a Job

Every job starts with CO#0, which represents the original base proposal. Additional change orders (CO#1, CO#2, etc.) capture scope additions, deletions, or modifications as the project evolves.

1. Select a job from the Proposals sidebar or the Jobs tab.
2. Click Add CO in the toolbar.
3. Fill in the CO details:
   • Price — the value of this change order (can be positive or negative).
   • Description — a one-line summary for the CO table.
   • Scope of Work — detailed rich text description of the change.
   • Qualifications — applicable terms or exclusions.
   • Estimated Hours — E-ST (straight time) and E-OT (overtime) estimates for field planning.
   • Estimated Materials — material cost estimate for this change.
4. Click Submit. SCOPE assigns the next CO number automatically.

Sending and Emailing a Change Order

SCOPE can deliver any CO directly to your client by email in a formatted letter layout, or you can print or download a PDF for manual delivery.

To email a CO:

1. Hover over the CO row in the table to reveal the action buttons.
2. Click the Email CO button (envelope icon) on the right side of the row.
3. The email dialog opens with the To field auto-filled from the contact on file for that job.
4. Add any additional notes in the message body.
5. Click Send.

The email delivers the CO in a clean letter layout including your company logo, job details, price, scope of work, and qualifications.

Other output options:

• Print — open the CO detail view (eye icon) and click Print in the toolbar to open the browser print dialog with a formatted letterhead layout.
• PDF download — click the download icon on the CO row in the table to generate and download a PDF directly.

Getting a Digital Signature on a Change Order

SCOPE includes a built-in E-SIGN workflow for collecting legally binding digital signatures on any CO. The signature is recorded with the signer's legal name, email address, dual consent acknowledgment, and a cryptographic audit trail — fully compliant with the ESIGN Act.

To sign a CO:

1. Hover over the CO row in the table to reveal the action buttons.
2. Click the Sign button (signature icon) on the right side of the row.
3. The E-SIGN modal opens. Choose a signature method:
   • Type — enter the signer's full legal name; SCOPE renders it as a styled signature.
   • Signature Pad — the signer draws their handwritten signature directly on screen using a mouse or touch device.
4. Fill in the signer's information:
   • Signer Name — the client's or authorized party's legal name (required for the audit record in both modes).
   • Signer Email — the signer's email address for the audit record.
5. Check both consent checkboxes:
   • Consent to use electronic records and signatures.
   • Agreement to the consumer disclosure statement.
6. Click Sign & Attach PDF. SCOPE generates a signed PDF of the CO and attaches it to the CO record automatically.

The signature is recorded with a timestamp, IP address, and cryptographic hash — creating a tamper-evident audit trail. The signed PDF appears in the CO's attachment panel immediately after signing.

Tracking Billed and Received Amounts

SCOPE tracks the financial lifecycle of each CO through three key values: Price (contracted amount), Billed (amount billed to the client), and Received (collected). Keep these updated to get accurate outstanding balance reports.

1. Open a job and locate the CO table.
2. Click Edit in the toolbar to enter inline editing mode. All CO rows become editable.
3. For each CO row, update:
   • Billed — the total amount you have billed the client for this CO.
   • Received — the total amount the client has actually paid.
   • % Complete — field progress from 0 to 100, representing how far along the physical work is.
4. Click Submit to save all changes.

Color coding in the CO table:

• Billed turns green when the billed amount is greater than or equal to the CO Price (fully billed).
• Received turns green when the received amount is greater than or equal to the billed amount (fully paid).
• Red indicates the amount is below the threshold (unbilled or underpaid).
• The % Billed and % Received columns are calculated automatically from these values.

Viewing Change Order History and Revisions

When a CO needs to be updated after it has been sent or signed, use the Revise function to create a tracked revision instead of editing the original — this preserves a full audit trail.

To revise a CO:

1. Click the eye (view) icon on the CO row to open the CO detail view.
2. Click Revise in the toolbar.
3. The edit form opens pre-filled with the current CO data.
4. Make your changes to price, scope, qualifications, or any other fields.
5. Click Submit. A new revision is created (e.g., CO#1 Rev 1) and the previous version is archived.

The CO table always displays the latest revision of each CO.

To view older revisions:

1. Open the CO view page (eye icon).
2. Use the Revision dropdown near the top of the page to select a previous revision.
3. Each revision record shows the date it was created and the user who submitted it.

Attaching Files to a Change Order

Attach supporting documents — drawings, photos, specs, signed PDFs — to any CO for organized, job-level document management.

1. Click the paperclip icon on the CO row in the table to open the attachment panel.
2. Click Add or drag and drop files onto the panel.
3. Supported file types: PDF, DOC, DOCX, XLS, XLSX, JPG, PNG, SVG, WEBP, TIF, TIFF.
4. Files upload immediately and are stored in Cloudflare R2.
5. PDF files automatically generate a thumbnail from the first page.

Managing existing attachments:

• Edit description — double-click a file's description text to edit it inline.
• Delete — click Modify → Delete → confirm. Deleted files are soft-deleted and move to the Recycle Bin.
• Restore — go to gear icon → Administration → Recycle Bin → Attachments tab to restore a deleted file.