What good looks like
An approved change request creates traceable job scope and price without relying on a verbal promise.
Have these details ready
- The original sold scope and price
- A clear description and amount for the change
- Photos or findings supporting the request
Run the workflow
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Stop and define the change
Separate concealed condition, customer-added work, allowance overage, or correction from the original scope. Do not continue chargeable extras on assumption.
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Document the condition
Add notes and photos showing what was found, why the change is needed, and any schedule or safety impact.
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Create the approval request
In Customer Portal, select Send New Approval Request and use the Change Request type. Enter title, description, amount, expiration, and customer message.
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Send and monitor
Send the supported approval link and track pending, approved, declined, or expired status. Record any conversation without substituting it for formal approval.
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Verify application
After approval, confirm the change order and job line item are applied and visible to operations and billing before resuming or invoicing the added work.
Check your work
Do not call the workflow complete until these statements are true.
- The request is linked to the job and customer
- Approval status and response history are visible
- Approved amount appears in job financial scope
If something does not look right
Emergency work cannot wait
Follow company emergency authorization policy, document the condition and approver, then formalize the record immediately.
The customer declines
Do not perform the added scope. Make the condition safe, record the decision, and update schedule or original scope.