Change Orders
Scope changes. Change orders let a live contract change with it, as versioned amendments that adjust contract value or add hours to a prepaid block, executed through the same draft, sent, signed, countersigned flow as the original order.
Key capabilities
- Versioned amendments against an active or paused contract. Each change order is its own numbered version (v1, v2, ...)
- Build the value change from Change order lines. Each line is Add, Change or Remove, with a description, quantity, unit price and billing rule. The Value delta and New current value are calculated for you
- Amend prepaid hours with a signed Hours change (for example 40 or -10). An hours-only change with no lines is allowed, and you are warned if the new total would fall below hours already drawn
- The original signed order is shown beside the editor, frozen, so you can see exactly what you are changing
- Lifecycle: Draft, Sent, Signed, Countersigned, with status filters and search
- Send emails the change order to the contract's customer; Resend email emails a sent change order again (at most once every 5 minutes), and replies go to whoever sent it
- Countersign applies the value and hours change to the contract immediately, exactly once
- Drafts can be edited or deleted; completed contracts cannot be amended
How it works
A change order is a draft proposal until it is countersigned. Send emails it to the contract's customer and marks it sent. If the customer has no email address, add one to the customer record first; the change order stays a draft until the email goes out. When the customer replies to approve it, click Mark signed, then Countersign: the contract updates from the executed amendment. Because amendments are versioned, nothing is edited in place on the contract.
| Status | What it means | What you can do |
|---|---|---|
| Draft | Being written | Edit, Send, Delete |
| Sent | Emailed to the customer | Resend email, Mark signed |
| Signed | Customer has signed | Countersign |
| Countersigned | Applied to the contract | Nothing; it is final |
How to use it
- Open Change Orders and click New Change Order.
- Search for and pick the Contract. It must be active or paused. Add a description.
- Add change lines for a value change, choosing Add, Change or Remove. For a Change line, pick the original line being changed so only the difference is applied. Enter an Hours change for prepaid blocks if needed; for an hours-only change, remove the empty line first. Check the value delta and the new hours total, then click Create.
- Use the pencil icon to adjust it while it is still a draft.
- When it is ready, click the send icon (Send) and confirm. The dialog names the customer and address it goes to. Once the customer has approved, click the check icon (Mark signed). If the email did not arrive, use the circular-arrow icon (Resend email).
- Click the stamp icon (Countersign) and confirm. The dialog states the value and hours being applied. The contract's current value and contracted hours update right away.
Common errors
| Problem | What to do |
|---|---|
| Contract cannot be amended | The contract is completed. Create a new order instead |
| Value would fall below zero | A negative change cannot take the contract's current value under $0. Reduce the amount |
| Hours below hours already drawn | The new contracted hours would be less than the hours already drawn down. Lower the reduction |
| Not a draft | Only drafts can be edited or deleted. Only draft and sent change orders can be sent; a signed or countersigned one cannot |
| No customer email | Add an email address to the customer record, then send again |
| Email could not be delivered | Nothing changed and the change order keeps its status. Check the customer's address and send again |
| Sent less than 5 minutes ago | Wait five minutes before using Resend email |
| Demo business | Demo businesses cannot send email |
Pro tips
- Raise the change order when the block is nearly empty, not after. Approvals on overdrawn hours are awkward conversations.
- Because amendments are versioned, the contract record doubles as the negotiation history: what changed, when and who signed it.
- Only drafts can be edited or deleted, so finish the terms before you send. The customer gets the email as soon as you confirm.
- Check the "New current value" before countersigning. Countersigning cannot be undone.
- Developers can create and move change orders over the API; see the Order to Cash API guide.