When the scope moves, the price moves with it.
When the client asks for more after they said yes, write it down. A change order shows each line that changed and what it does to the total, and nothing changes until the client approves it.
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Request a demo- 01
- Accepted proposals and paid invoices lock, and the original stays on record.
- 02
- Each change order groups lines as Added, Removed or Changed and shows the new balance due.
- 03
- Clients approve from an email link. Change orders start on Specialist.
What is change order software?
Change order software records a change to work a client already agreed to, shows what it costs and collects the client's approval. In Workspace369 accepted work locks, and each later change is a numbered change order that applies only once the client approves.
Reviewed October 21, 2026 by the Workspace369 Product Team. Availability can vary by plan, region, and workspace configuration.
Read the Workspace369 documentationOne change, carried through to what the client owes.
Once a client accepts a proposal or pays toward an invoice, it locks. Anything that changes after that is a change order, and nothing moves until the client approves it.
Accepted and paid a deposit, so changes now need a change order.
The client asked for a landing page and one more round of revisions.
The client approves from the email link. You can also ask for a drawn signature.
The change is applied, unpaid installments adjust to the new balance and the original stays on record.
Every change order says why it exists.
Pick the type of change when you write one: a client request, a scope change, a price correction, an error correction or something else. The reason goes into the audit trail and is shown to the client.
- Works on locked proposals and invoices
- Each change order gets its own number, starting at CO-1
- Void a change order with a reason and the approval link stops working
- Campaign landing page1 × $1,200.00Added$1,200.00
- Revision roundsQuantity: 2 → 3Changed$150.00
Sample data. Pick a type to see an example change order.
Decide how strict every change has to be.
Workspace owners and admins set the rules once in settings, and every change order follows them.
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Lock invoices when they're sent
Proposals lock on acceptance or a deposit, invoices when a payment lands. Or lock invoices as soon as they're sent.
Lock invoices once they're sent - 02
Choose who can approve
The client approves from the email link. Turn it off and your team can record approvals given by phone or in person.
Clients must approve change orders - 03
Ask for a signature
Ask for a drawn signature on top of the client's typed name before the change applies.
Clients must sign when approving a change order - 04
Keep the original
Open the original as it was before any change orders. Locked documents can be archived, never deleted.
View original
Change orders start on Specialist.
Proposals, deposits, turning a proposal into an invoice and purchase order matching are on every plan. Change orders and proposal revisions start on Specialist.
Compare plans- ProposalsEvery plan
- Deposit on acceptanceEvery plan
- Proposal-to-invoice conversionEvery plan
- Change ordersSpecialist and up
- Proposal revisions & version historySpecialist and up
- Purchase order matchingEvery plan
Read from the current plan comparison.
Change Orders questions
What is scope creep?
Scope creep is when the work grows beyond what was agreed, usually a little at a time and without a change in price. A change order records each addition so the price follows the scope.
When does a proposal or invoice lock?
A proposal locks when the client accepts it or pays a deposit. An invoice locks when a payment or credit is applied, or as soon as it is sent if you turn on Lock invoices once they're sent. After that, changes to items and prices need a change order.
What happens to the original?
It stays on record. Open View original to see the document as it was before any change orders, and each change order keeps who created, sent, approved, declined or voided it.
How does the client approve a change order?
Send it and the client gets an email with a link to review and approve it; nothing changes until they do. You can require a drawn signature as well as their typed name, or let your team record approvals given by email, phone or in person.
What happens to payments already made?
The summary takes what the client has already paid off the new total to show the new balance due, and unpaid installments in a payment plan are adjusted to match. If the new total is less than what was paid, Workspace369 tells you to refund the difference.
Which Workspace369 plans include change orders?
Change orders are included on Specialist ($149 a month), Commander and Enterprise. Cadet and Voyager do not include them.
Recent updates
All release notes- September 2026: e-signature contracts, AutoPilot Today, client stages and branded portalsSend contracts for e-signature, run your day from AI AutoPilot Today, track clients through stages, brand client portals, and rebuilt workflows, tasks and Settings.
- Design the invoice page your clients see, and track changes with change ordersChoose the template, palette and extras for your public invoice page, and change accepted proposals or paid invoices through approved change orders.
Next time they ask for more, send a change order.
Start free and bring this workflow into the rest of your workspace.
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