Scope control
What a contractor change-order tracker should record
Extra work can increase revenue and still reduce profit when the cost, approval or billing step is missing. A simple register keeps the status visible while the job is moving.
Give every change a number and description
Use a distinct change-order number, date and plain-language description. One row should represent one decision. Combining unrelated extras makes approval and billing harder to trace.
Separate requested from approved
A request is not approval. Use a status such as Requested, Approved or Declined and update it only when the customer responds. Keep the written acknowledgement in the normal job file. The tracker is an index of the decision, not a substitute for the applicable contract process.
Record price and cost
Enter the added customer price and the labor hours, labor cost per hour, materials and other cost required by the change. The difference is expected profit. The added price should not be chosen only because it sounds reasonable; it needs to support the same cost and margin logic used by the original quote.
Update the revised job outlook
Approved change revenue should add to the base contract value. Approved change cost should add to the expected job cost. The revised profit and margin then show whether the total job is still on track.
Track billing separately
Approval and billing are different steps. An approved extra can remain unbilled, invoiced or paid. A useful summary calls out approved but unbilled value so completed work does not disappear during a busy closeout.
Review at job close
Compare the revised expected result with the actual result. If extras repeatedly have lower margins than base work, review the estimating speed, approval process and whether time spent coordinating changes is being captured.
This article and tracker are organizational aids and not legal advice. Follow your contract and local requirements.