Skip to main content
Skip to main content

📝 Change Order Log Tracker

Track all change orders from initial request through approval, execution, and payment. Essential for financial control and documentation.

Why Track Change Orders?​

Change order tracking helps you:

  • Get paid - Ensure all changes are approved and billed
  • Track costs - Know actual vs. estimated costs
  • Document scope - Prove what's included/excluded
  • Support claims - Document owner-directed changes

Tracker Template​

Basic Information​

Project: _________________________
Project Number: __________________
Contract Amount: $________________
Total Change Orders: $____________
Final Contract: $_________________
Prepared By: _____________________
Last Updated: ____________________

Tracking Columns​

CO #Date InitiatedDescriptionReasonRequested ByAmountStatusDate ApprovedDate ExecutedDate BilledPaidNotes
CO-0011/15/26Additional electrical outletsOwner requestOwner$2,500✅ Approved1/20/261/25/262/1/26✅
CO-0021/18/26Foundation depth changeField conditionGC$5,000📤 PendingAwaiting approval
CO-0031/22/26Paint color changeOwner requestOwner$800✅ Approved1/25/261/28/26⏸️Billed, awaiting payment

Status Definitions​

StatusMeaningAction
📤 PendingAwaiting approvalFollow up
✅ ApprovedApproved by ownerExecute work
🔄 NegotiatingUnder discussionContinue negotiations
❌ RejectedNot approvedStop work, document
⏸️ On HoldTemporarily pausedResume when approved
✅ ExecutedWork completedBill for payment
💰 PaidPayment receivedClose out

Change Order Types​

TypeDescriptionTypical Process
Owner-InitiatedOwner requests changeUsually approved quickly
Field ConditionUnforeseen conditionMay require negotiation
Design ChangeArchitect/engineer changeUsually approved
Time & MaterialT&M workTrack hours/materials
DeductiveOwner removes scopeReduces contract

Financial Tracking​

Amounts to Track​

  • Requested Amount - Initial change order amount
  • Approved Amount - Final approved amount
  • Actual Cost - What it actually cost
  • Billed Amount - Amount invoiced
  • Paid Amount - Amount received

Profitability​

Profit = Approved Amount - Actual Cost
Margin % = (Profit ÷ Approved Amount) × 100

Timeline Tracking​

Key Dates​

  • Date Initiated - When change was requested
  • Date Submitted - When CO submitted for approval
  • Date Approved - When owner approved
  • Date Executed - When work completed
  • Date Billed - When invoiced
  • Date Paid - When payment received

Processing Time​

Approval Time = Date Approved - Date Submitted
Execution Time = Date Executed - Date Approved
Payment Time = Date Paid - Date Billed

Calculations​

Total Change Orders​

Total COs = Sum of all approved amounts

Final Contract Amount​

Final Contract = Original Contract + Total COs

Outstanding Change Orders​

Outstanding = Approved Amounts - Paid Amounts

Color Coding​

  • Red - Rejected or overdue payment
  • Yellow - Pending approval or negotiating
  • Green - Approved and paid
  • Blue - Approved, executed, awaiting payment
  • Gray - On hold

Best Practices​

  1. Number sequentially - CO-001, CO-002, etc.
  2. Get approval first - Don't start work without approval
  3. Document everything - Photos, emails, signed forms
  4. Track costs - Compare actual vs. estimated
  5. Bill promptly - Invoice as soon as work complete
  6. Follow up - Don't let payments lag

Common Issues​

IssueSolution
Work started without approvalStop work, get approval
Approval taking too longDocument delay, request expedited review
Actual cost exceeds approvedSubmit additional CO or absorb loss
Payment delayedFollow up, document for prompt payment claim
Get Approval First

Never start change order work without written approval. Verbal approval doesn't count when payment is due.