How to create and send a change order

This guide explains how to create and send a change order in Billdr Pro: go to the Contract tab, click New Change Order, add line items (adds or credits), attach files, decide whether to auto-issue an invoice, and send the document.

Written By Francois Jullien

Last updated 22 days ago

Step-by-step: Create & send a change order

Note: Before you can create a change order, you must have a signed quote.

  1. Navigate to the contract

    • Open the relevant project.

    • Click the Contract tab at the top of the screen—change orders live here because they amend the original agreement.

  2. Start a new change order

    • Press New Change Order.

    • In the pop-up, pick a Cause (e.g., “Scope expansion,” “Credit,” “Client request,” etc.).

  3. Add line items

    • Click Add Line Item.

    • For an increase in scope, enter the description (e.g., “Install wider baseboard trim”) and the up-charge value.

    • For a credit (work removed), enter a negative or “credit” value—Billdr subtracts it from the contract total.

    • Drag-and-drop any supporting files (photos, drawings) into the file zone to keep proof with the order.

Note: A change order can have a positive or negative value (a credit).
Each change order works like a quote, with categories that can be linked to a cost code.

  1. Adjust taxes if necessary

    • If your line-item values already include tax, turn off the Tax switch so Billdr doesn’t add it again.

  2. Enable automatic invoicing (optional but smart)

    • Toggle Auto-send invoice upon acceptance. When the client signs, Billdr instantly issues an invoice for the net change amount—no extra clicks later.

  3. Review legal text

    • Scroll to confirm the Terms & Conditions (defaults pull from your settings but can be edited here).

  4. Send the change order

    • Click Send Change Order.

    • The email composer appears—edit the subject/body, add CCs, and hit Send.

  5. Client experience

    • They receive an email showing the change-order total, delta to the original contract, and any attached files.

    • Clicking Accept & Sign opens an e-sign window. Once signed, the auto-invoice page appears so they can pay immediately.

    • Everything appears clearly on their dashboard, including the initial contract and all change orders (sent, accepted, or declined).

  6. Track status & payment

    • Back in Contract, the change order status flips from Submitted to Signed.

    • In Invoices, the linked invoice is listed as Submitted; when paid, it updates automatically.

    • The contract value is automatically updated (initial contract + additional change orders).