A small verbal change can affect materials, labor, and completion dates. A consistent record helps everyone understand what was requested and approved.
A requested change needs a commercial decision
A client asks for a change during delivery. The contractor assesses cost and timing, the customer reviews those impacts, and an authorized person approves a version. Only then should the team treat the change as agreed scope under its contract process.
Record who requested the change separately from who approved it. A message saying “Could we use another finish?” is not automatically approval of the resulting cost.
Capture the proposed change
Record the original scope reference, requested change, reason, cost impact, schedule impact, and supporting photos or drawings. Give each change a clear identifier and version.
A client requests a different flooring material after ordering. The contractor records the revised material cost and timing, then seeks approval before placing the replacement order.
Separate requested from approved
A submitted request should not appear as approved work. Record approval through the process required by your contract and keep evidence of who approved which version. Your software supports that process; it does not replace appropriate contract advice.
A useful signal to watch: Count work started without recorded approval and changes waiting for a decision. A simple register can expose those gaps before they grow.