Scope changes happen on every job. FieldFlō's Change Order form lets you document added work, price it line by line, and send it to your client for signature, all from the project. This article walks you through each of the form's five sections: General, Extra PDF Fields, Change Items, Attach Documents and Signature.
Required
To complete a Change Order form, you need these roles enabled:
View All Projects or View Assigned Projects
Add/Edit Open Forms
Optional: Reporting Center - Change Order Report
The creator of the form must also enter their PIN before the change order can be previewed, emailed or signed.
Here are the steps to completing a Change Order Form:
Step 1: Open the Change Order Form
On your left main menu, click Projects and navigate to the Project you would like to add a Change Order to.
Inside the Project, scroll down and click + Add Form.
Select the Change Order form from the list of forms and click Save.
Click the Change Order form in the Active form section to fill it out.
The form opens on the General Tab.
Step 2: Fill in the Form
Enter Information in to the fields provided.
Client - fills in from the project details.
Date - defaults to now.
Change Order Number (required) - type a number, or click the + to fill in the next number automatically.
Change Order Subject - a short title for the change, such as Additional containment – Level 2 east wing.
Revision Number - start at 0; increase it if you reissue this change order.
Client Reference Number - the client's PO or reference number, if they gave you one.
Work Type — choose one:
Price / Proceed — priced and approved to start
Price Do Not Proceed — priced, but wait for approval
Work Under Protest — work you're doing while the change is disputed
Field Work Order T&M — billed on time and materials
Days Valid — how many days (1–30) the pricing holds.
Summary Of Change Order — what changed and why. This is what your client reads.
Internal Change Order Notes — notes for your team only. They show on the Change Order Report, not to the client.
Supervisor (required) — select the supervisor, then click Enter PIN and have them enter their PIN.
Click Next.
Step 3: Set the Extra PDF Fields
These fields control the contact block printed on the change order PDF.
Select Use same data as Client or Use same data as Billing Details to fill the fields automatically. You can also type them in.
Edit the Left Side PDF Title if needed (default is Contact / Return To) and fill any Right Side fields.
Click Next.
Note: You can use the Extra PDF Fields to enter additional information in the Change Order Header. Below is a screenshot of where the fields show on the PDF version of the Change Order.
Step 4: Add Change Items
Change Items are the priced lines of the Change Order.
Click +Change Item. The Bid Line Item pop-up opens.
Choose a Type:
Labor
Per Diem
Inventory (Consumables, Materials, Tools, Equipment, Heavy Equipment, Respirators, Rentals)
Waste / Scrap, Hauling & Disposal
Expenses
Misc Expenses
Contractor Estimates
Alternate Price
Fill in the fields for that type. For Labor, that's Position and Labor Type (Regular or Temp).
Enter the Qty (total hours, qty per load, or loads), Unit Cost, Description and Markup (%), then click Save.
Repeat for each line. FieldFlō totals them for you: Costs, Base Total, Potential Profit and Profit Margin.
TIP: Click the pencil icon to edit a line, or the trash icon to delete it.
(Optional) Click Preview Settings (blue text next to the +change item button) to choose which columns your client sees on the change order, such as hiding Unit Cost and Markup.
Click Next to go to the Attach Documents Tab
Step 5: Attach Documents (optional)
Upload backup like photos, drawings or quotes.
Click Choose File or drag files into the box. Accepted types: .jpg, .jpeg, .png, .pdf, .doc, .docx, .xls, .xlsx, .rtf and .txt. Then click Next.
Step 6: Get it signed
Enter a Signature Title Text (for example, Client Authorization) and the authorization language in the box below it.
Note: Already have a signed paper copy? Upload it under Upload Signed Document (.jpg, .jpeg, .png or .pdf).Save & Close.
To see or send your Change Order, open the CO form back up and skip to the Signature Tab.
Click Preview Web Change Order to see what your client will see
or Email Change Order to send it for signature.
Note: If you see "Supervisor needs to be selected and pin entered before signing this form", go back to General and enter a PIN.
Step 7: Track the status
Every change order starts as Pending. Update the Status drop-down at the top right of the form as it moves along:
Status | Use it when |
Pending | The change order is still being built |
Manually Sent | You sent it outside FieldFlō (printed, your own email) |
Sent | You emailed it from FieldFlō |
Not Approved | The client declined it |
Signed/Approved | The client signed or approved it |
The project's Change Orders count in Project Stats updates as you add them. You can review every change order in Admin > Reporting Center > Change Order Report, filtered by date, Work Order Type, Change Order Status and project.