Give every change a number
Use one line per change and assign a simple ID such as CO-001. Include the request date, description, category, room and person who requested it. This creates a record that can be matched to quotes, emails and invoices.
The free workbook connects change orders to the broader budget, payment, selection and timeline workflow.
Separate requested and approved cost
The first price mentioned is not always the final approved amount. Keep requested cost and approved cost in separate columns, and leave status as pending until the scope and price are clear.
Record the schedule effect
A small cost change can create a large delay when it affects inspections, material lead times or the order of trades. Add the expected schedule impact in days and note any dependent work.
Use clear statuses
Keep the list simple: pending, approved, declined, completed and invoiced. Review pending items before weekly project meetings and reconcile completed changes against contractor invoices.
Update the main budget
Once a change is approved, add or update the matching budget line immediately. The approved change should appear in committed cost before payment is due, so the remaining budget stays realistic.
Keep evidence together
Record the quote, email, photo or drawing reference that supports the change. The tracker is an organization tool; project-specific contract and legal questions should be reviewed with qualified professionals.