Change Orders in Buildertrend simplify the process of managing project changes by giving you a centralized, trackable way to document, price, and manage scope adjustments.

Whether you're handling client upgrades or unexpected jobsite changes, you can clearly outline the change, attach supporting files, and send it for digital approval. This helps keep everyone on the same page.

Begin by selecting a Job, then navigate to Change Orders from the Project Management dropdown.

From the Change Orders dashboard, select +Change Order.

Next, you'll use the available tabs–Details and Client preview–to complete, review, and send the Change Order to your client. 

• Scope of Work – Utilize this field for scope descriptions, project details, or standard messaging. 
• Terms & Conditions – Utilize this field for legal language, payment schedules, warranty information, or other terms and conditions. 
• Attachments – Add supporting files or create a new Word/Excel document directly within the Change Order.
• Subs/Vendors – Select sub/vendors to be automatically notified once the Change Order is approved.
• Notes – Include detailed information to provide context or clarification for the Change Order.
  • Internal Notes – Notes visible only to your internal team.
  • Sub/vendor Notes – Notes shared with both internal users and selected subs/vendors.
  • Client Notes – Notes shared with internal users and the client.

Adding price information to a Change Order allows you to clearly communicate the financial impact of a change. You can price a Change Order using either:

• Flat Fee – Apply a single cost to the Change Order. 
•  Line Items – Itemize the individual labor, material, and other costs associated with the Change Order. 

When using Line Items, you can organize related items into groups and subgroups, making detailed Change Orders easier to structure and review. 

Select Add Group to create a group, then add or move line items into the appropriate group or subgroup. Groups can be dragged and dropped to reorder them, and individual line items can be moved between groups and subgroups.

From the side toolbar, you can:

• Add Item
• Add Group 
• Add From Cost Catalog 
  • When When adding a group from the Cost Catalog, the group's title and description are also added to the Change Order along with its line items. 
• Add From Cost Codes
• Select Items to Delete
• Include Profit & Tax

Tax on Change Orders

Builders can apply tax directly on Change Order line items. When adding or editing a line item, mark it as Taxable or Non-taxable – the job-level tax rate will apply automatically, and the client will see a tax-inclusive total at the time of approval. 

Tax status carries forward into invoices, even across jobs with multiple Change Orders at different rates, so there's no need to manually reconcile tax later. Change Order tax also rolls up into the Job Price Summary and reports, keeping your full financial picture consistent. 

Buildertrend gives you the flexibility to approve a Change Order on behalf of the client when needed, such as after an in-person approval, verbal confirmation, or other documented agreement. 

This helps keep projects moving without waiting for digital sign-off, while still maintaining a clear record of who approved the change and when.

From the Change Orders dashboard, select the Change Order that requires approval.

From the Details tab, select Approve.

Inviting your active clients to participate in Change Orders streamlines your process and simplifies their experience.

Whether you're allowing clients to submit Change Order requests or just review and approve changes you've initiated, Buildertrend keeps the workflow smooth and straightforward.

Real-time collaboration helps avoid miscommunication, speeds up approvals, and keeps your project moving forward with transparency.

With Buildertrend, clients that have been invited to the job can easily submit Change Order requests directly through their portal, giving them a clear and structured way to communicate desired changes.

This feature eliminates the need for back-and-forth emails or phone calls while ensuring all requests are documented and reviewed within your existing workflow, keeping your project organized and your clients engaged.

Start by navigating to the Job Details of the job.

From to the Clients tab, check Change Order Requests under Client Permissions.

Once enabled, the client can navigate to the Change Order dashboard and click +Change Order Request to create and submit a request.

Once a Change Order has been sent to the client, they can approve it directly from their email or, if they’ve been invited to the job, through the client portal, offering a seamless and convenient approval experience.

Email Approval:

Client Portal Approval:

With Buildertrend’s mobile app, you can create Change Orders anytime, anywhere to keep your budget and project scope aligned, even while you're on the jobsite.

Whether you're meeting with a client, identifying unexpected changes, or tracking field updates, you can quickly document the change, add pricing details, and send it off for approval directly from your phone.

This real-time flexibility keeps your team informed, reduces approval delays, and ensures every change is captured and accounted for without ever stepping into the office.