You shouldn't get into conflicts over change orders unless the client is surprised by them. To avoid that, set expectations from the get-go, label changes the moment they happen, break down the scope in straightforward language, get a price before you start a job, get a clear approval before you move forward, and check in on any schedule impact, because it's starting work without approval, throwing in vague "misc extras," and bundling multiple changes into one confusing line that can kill your margins.
Think of every change as a fork in the road where you have to make a decision: get it documented, priced, and approved, and then you can move forward.
Change orders aren't the problem in themselves - it's the unclear or poorly handled change orders that cause all the headaches.
If you've ever had a client say, "I thought that was included," you'll know what I'm talking about: a change that feels minor to them, but the cost is plain as day to you, and before you know it, you're both fed up. It doesn't help that the process is usually too vague.
A well-run change order process does a couple of things - it keeps clients in the loop (so they trust you), and it stops you from handing out free labor and materials (so your margin stays healthy).
Here's a simple system you can use on every residential job - whether it's a kitchen remodel, bathroom renovation, deck build, or a whole-house project.
Most conflict over change orders comes down to a few things:
It's usually because there's no clear procedure in place and the client is caught flat-footed, and people don't like surprises.
Your goal is to make change orders feel like business as usual: a clear decision with a clear approval process.
For a change order, think of it like this: it's just a decision.
"Do you want to add or modify this scope, and are you okay with the cost and timeline impact before we move forward?"
When you treat every change like a normal decision point, not some special case, you avoid having to negotiate on the fly. You just stick to the process.
Before you even begin the job, say this during the kickoff and make sure it's in writing:
"If you change your mind, or we discover something unexpected, we'll write it up as a change order with price and timeline before we proceed."
It sets the tone: changes are fine, but they're handled in a professional way.
As soon as someone says, "Can you do this while you're here?" or "What if we...":
"Yeah, it's definitely possible. That would be a change order. I'll get it priced up and send it over for approval."
If you wait a couple of days to mention the cost, the client will feel like they're being hit with "hidden extras." If you label it straight away, it's just part of the process.
If someone else could read it and understand it, then it's good enough. Include:
If a picture helps, throw it in and write something like "I need to add an outlet here" or "I need to replace this bit of baseboard."
This is the rule that keeps your relationship with the client healthy and your margins intact:
No Approval = No Work.
Not because you're being awkward, but because you don't want any surprises. If the client wants to speed things up, you can still do that:
"I can get this change order over to you today. Once it's approved, we'll get it booked in ASAP."
Make sure approvals are 100% clear:
Texting approvals is just a recipe for disaster. Keep it clean and trackable.
Even if it's not going to affect the schedule, say so:
"This will add a day to the schedule."
or
"No schedule impact at all."
People care about two things: money and time. If all you talk about is the money, the client will get frustrated about the time later.
Change Request: Swap the standard vanity light for the client's chosen fixture and add a dimmer switch. (The client needs to have the fixture on-site by the install date.)
Scope: The existing vanity light fixture gets ripped out. & we install the one you've provided. We also install a dimmer switch where the old switch used to be. We're talking standard labor & materials here.
Exclusions/Assumptions: Don't get too worried about drywall patching if it's just a small area around the switch box, but we're not rewiring anything major. We assume your existing electrical box is good to go - if it needs to be replaced, we'll give you a quote for that.
Cost: Plus $_____
Schedule: Good news, no change to the schedule (or the extra day might come in handy)
Approval: Need your OK before we do any work (or you can change your mind and we can walk away)
Clarity is one thing we pride ourselves on - it helps prevent big misunderstandings.
When the client throws in a quick little change
"No worries, that's a change order & I'll send it over for approval before we move forward"
When they get pushback about starting right away
"I don't want to catch you off guard - I'll get that change order sent over first so you can review it confidently."
When they question the price
"Fair enough, it's the materials, labor and any impact on the work schedule - if you'd like I can give you a breakdown of the costs or even price an alternative way to do it"
You're not shutting them down, you're guiding them to a decision.
Clients get upset not about the change orders themselves but about the uncertainty
If you want change orders to be crystal clear, professional, and easy to navigate, then workflow is everything: document the change, present it nice & neat, and then get the approval all in one go - no more chasing texts & emails.
Bolster helps turn those changes into a clear, client-friendly approval step - so you protect your profit margin and keep things moving on the job.
Want to see how it works in real life? Take a quick look at the estimating workflow and how it keeps changes clear, professional, and easy to approve. And if you’re curious why it was built this way in the first place, you can read the story behind the platform and the contractor-first approach that shaped it.
If it touches the cost or timeline or makes the scope unclear, then yes, it does. It's the small changes that tend to quietly kill your profit margin.
You can - especially if the client asks for multiple rounds of revisions. Just make sure to set that expectation at the start so it's not a surprise
Bring it back to the process - no approval = no work so give them the three options: stick with the original plan, approve the change or go with a cheaper alternative