Change Orders

Overview

Change orders document additional work or changes to the original scope after a job has started. BlueClerk lets you create change orders on-site, collect customer signatures digitally, and optionally reschedule the job to accommodate the extra work - all from the job detail modal.

Creating a Change Order

From a Job

1. Open the job you want to add a change order to
2. Scroll to the "Change Orders" section
3. Click "New Change Order"
4. Fill in the details:
   • Line items: Describe additional work with quantities, unit prices, and amounts
   • Reason: Explain why the change is needed
   • Authorized by: Customer name approving the change
   • Signature: Draw or sign on the signature pad
5. Click "Create"

What Gets Created

• Change order with unique number (e.g., CO-001)
• Line items with amounts
• Total calculated automatically
• Status set to "Signed" (if signature provided)
• Log entry recording creation

Signing Change Orders

On-Site Signature

When creating a change order, the signature pad lets customers sign immediately:

• Touch devices: Draw with finger
• Mouse/trackpad: Click and drag to sign
• Clear button: Start over if needed
• Signature required: Can't create without a signature

After Signing

Once signed, the change order shows:

• Status badge: "Signed" in green
• Signed by name: Who authorized it
• Signature image: Visual confirmation
• Three options: What to do next

Post-Signature Options

After a customer signs, you have three choices:

1. Do Nothing

• Work doesn't require rescheduling
• Can complete during current visit
• Just document the change

2. Reschedule Now

• Enter a new date for the job
• Job status updates to "Rescheduled"
• Schedule reflects new date immediately

3. Flag for Later

• Mark "Needs Reschedule" for office follow-up
• Doesn't change schedule yet
• Office can review and reschedule when ready

Viewing Change Orders

On Job Detail

The Change Orders section shows:

• Change order number and status badge
• Total amount for the change
• Created date
• Expand/collapse: Click to see full details

Expanded View

When expanded, you see:

• Line items table: Description, quantity, price, amount
• Reason: Why the change was needed
• Signed by: Customer name
• Signature image: Visual proof
• Activity log: Timeline of actions
• Action buttons: Reschedule options (if applicable)

On Invoice Detail

Related change orders appear on invoice pages when the invoice is for the same job. Shows:

• Change order number
• Status badge
• Total amount
• Quick reference to related changes

Change Order Status

Signed

• Customer has signed the change order
• Work is authorized
• Shows green badge

Declined

• Customer rejected the change
• Shows red badge
• Includes decline reason

Draft

• Not yet sent for signature
• Shows gray badge

Pending Signature

• Sent to customer, awaiting signature
• Shows amber badge

Activity Timeline

Every change order tracks:

• Created: When it was made and by whom
• Signed: When customer approved
• Edited: Any changes to details
• Rescheduled: If job date changed
• Needs Reschedule: If flagged for later
• Declined: If customer rejected

Each entry shows:

• Action description
• Person who performed it
• Date and time
• Optional note

Tips

• Sign on-site: Get authorization while with the customer
• Be specific: Clear line item descriptions prevent disputes
• Take photos: Add job report photos showing why change was needed
• Reschedule if needed: Don't wait - update the schedule immediately or flag it
• Review before signing: Make sure customer understands scope and price

Questions

Q: Can I create a change order without a signature? A: No. Change orders require customer authorization via signature pad when created. This protects both you and the customer.

Q: What if the customer doesn't want to sign on-site? A: The current version requires on-site signatures. If the customer wants to review first, document the discussion in job notes and create the change order once approved.

Q: Can I edit a change order after it's signed? A: The current version doesn't support editing signed change orders. Any changes would require creating a new change order. This preserves the integrity of signed documents.

Q: Do change orders sync to QuickBooks/Xero/FreshBooks? A: Change orders themselves don't sync, but when you create an invoice including change order line items, those sync normally through your accounting integration.

Q: What happens if I flag a change order for reschedule but never actually reschedule? A: The "Needs Reschedule" flag stays visible on the change order as a reminder. You or your office can reschedule the job whenever ready - the flag doesn't expire.

Q: Can I see all change orders across all jobs? A: Currently, change orders are viewed per-job in the job detail modal, or related to invoices on invoice detail pages. A global change orders list isn't available yet.