A change order log helps contractors record extra work while the instruction, cost and supporting information are still fresh. Whether your team calls them change orders, variations or contract changes, the commercial problem is the same: work can be completed long before the value is properly agreed.
What should a change order tracker include?
Use a unique reference, date raised, client reference, description, estimated cost, quoted value, approval status, approval date, programme or schedule impact and notes.
Separate cost from sell value
Record your internal cost separately from the amount quoted to the customer. This makes margin visible and reduces the risk of forgetting labour, materials, subcontractors, plant or supervision.
Use simple approval statuses
Pending, Pricing, Submitted, Approved, Rejected, Invoiced and Paid are usually enough. The point is to see instantly where every commercial change sits.
Review outstanding changes every week
Prioritise instructed work that has not been priced, quotations awaiting a response and approved changes that have not reached the next invoice or valuation.
Keep evidence linked to the reference
Use the same change order reference in emails, photos, site instructions and document folders so the tracker provides a clear route back to the supporting information.
The Contractor Quote & Variation Pack combines an editable quote builder with a variation/change-order register.
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