Smart Change-Order Copilot for Contractors
BuildFolio’s change order software for contractors turns field photos and messages into a priced, trackable change order with e-sign. Review the proposed change, collect approval, and add accepted line items and totals to the linked job— so scope changes don’t derail schedules or cash flow. Works alongside AI Photo-to-Quote, invoice reminders, and QuickBooks Online.
The 14-day Pro trial requires a card and renews at $39/month unless canceled before the trial ends.
Change-order workflow overview
See how BuildFolio turns a skylight change on a roofing job into a priced, approved change order linked to the existing job. Review the workflow below; timing and available actions depend on your setup.
The 14-day Pro trial requires a card and renews at $39/month unless canceled before the trial ends.
This video is a workflow overview, not confirmation of current billing setup. Check the job totals, invoice and connected services in your own account.
What is change order software?
Change order software helps contractors document scope changes, price the delta, collect customer approval, and keep an accepted scope change linked to the job. BuildFolio keeps everything in one job thread in Job Hub with timestamps and attachments, so you can prove what was agreed later.
- Review the scope, quantities and pricing before sending a change-order quote.
- E-sign on any device; approvals are timestamped and stored with the job.
- Accepted change-order items and amounts update the linked job; review billing separately.
Want background on the concept of change orders? See this overview from Wikipedia.
How Smart Change-Order Copilot works in BuildFolio
Scope change from the field
Techs add photos and notes on site. Tag impacted line items or add new ones. Review the proposed scope before generating the quote.
- Works with AI Photo-to-Quote
- Check photos and notes before using AI suggestions; usage limits apply
Clear pricing & e-sign
Price the delta with your price book or custom line items. Email the link for approval; the customer reviews the quote and signs the selected option.
- Good/Better/Best options when helpful
- Signature and timestamp stored in Job Hub
Accepted scope updates the job
On signature, accepted change-order line items are added to the linked job, and its contract subtotal, tax and total are updated. Review the invoice and payment setup separately before billing.
- Check invoice reminder settings and invoice due dates
- Review QuickBooks Online connection and sync status separately
The 14-day Pro trial requires a card and renews at $39/month unless canceled before the trial ends.
Account and billing setup
Creating a Free account does not by itself activate every payment or accounting option. Review current plans and limits before choosing a workflow.
After the customer signs
Check the accepted items and totals on the linked job. Approval is a scope decision; it is not confirmation that a payment has settled.
Before billing
Payment links require eligible, enabled payment setup. Review the invoice and its due date, reminder settings, and any QuickBooks connection separately. Do not assume signing has revised a previous invoice or restarted its reminders.
Examples by trade
Tailored language and line items for common scope changes across trades.
Plumbing
Add shut-off replacement, unexpected drain cleaning, or code upgrades. Photos + e-sign before proceeding.
Plumbing estimate template →HVAC
Duct repair found during install? Price the delta, collect approval, then review the accepted job totals and billing.
HVAC estimate template →Roofing
Decking rot discovered—add sheets, adjust labor, and keep the schedule moving without surprise bills later.
Roofing estimate template →Create your first change order
- Open the job. Add the new scope as a change-order section, with photos or notes as needed.
- Price the delta. Use your price book or custom lines; add exclusions if needed.
- Send for approval. Email the approval link; customer taps Approve to e-sign.
- Review the job. Check accepted line items, contract subtotal, tax and total after signing.
- Review billing. Check the invoice, payment setup, due date and reminder settings separately.
- Check accounting. Review the connection and sync status in QuickBooks Online.
New to change order paperwork? Start with a free change order template or build from your estimate template.
Frequently asked questions
What changes on the job after a change order is signed?
The accepted change-order items are added to the linked job, and its contract subtotal, tax and total are updated. Review the accepted scope and amounts before continuing work.
Does signing mean an existing invoice and reminders have been updated?
Do not assume signing has revised a previous invoice or restarted its reminders. Review the invoice, due date and reminder settings separately. Payment links require eligible, enabled payment setup.
Does approval confirm a payment?
Approval records a signed scope decision. It does not confirm settled funds. Check invoices and payment status separately before treating the change as paid.
What should I check before accounting sync?
Review the invoice, customer link, connected QuickBooks account and sync settings. Check the actual sync status rather than treating a signed change order as accounting confirmation.
Capture, approve, and update—without slowing the job.
Keep the added scope, reviewed pricing and signed approval together. Check the updated job totals, then review billing and any connected accounting workflow separately.
The 14-day Pro trial requires a card and renews at $39/month unless canceled before the trial ends.
Are you a homeowner? Try our free tools: