TapeAndFloat.com for small builders & GCsHow small builders track change orders across every trade
A change order is a signed written change to scope, price or schedule. Small builders lose money when extras agreed by text never get signed or billed, and on private Texas jobs a GC must pay a sub within 7 days of receiving the owner's payment (Property Code § 28.002), so unsigned COs also strain cash.
Not legal advice. General information for small-office staff, current as of October 25, 2026. Texas statutes are cited as examples; your state and your contracts control the details.
1. One log for every trade
Keep one change order log for the whole job, not one per sub. Columns: CO number, date asked, who asked, trade (framing, electrical, plumbing, drywall, paint), description, sub price, client price, signed by client (date), signed by sub (date), billed on draw #.
2. Capture the text-message extras the same day
Most extras start as a client text or a super's call: "add two can lights", "move the island outlet". Give each one a number the day it happens, even before it is priced. The un-numbered request is the one that becomes a closeout argument.
3. Price before the work, sign before the work
Get the sub's price, add your markup, and send the client a one-page CO to sign. If the client wants it started today, get at least a written "approved, price to follow" reply by email.
4. Bill it on the next draw
Each signed CO becomes its own line on the next invoice or draw. A weekly check of "signed but not billed" is the single habit that recovers the most money. Our unbilled change order calculator shows what missed extras cost you a year with your own numbers.
5. Close the loop weekly
- Requested, not priced after 3 working days: follow up.
- Priced, not signed: send a reminder.
- Signed, not billed: add to the next draw.
- Sub billed a CO you never signed upstream: stop and sort it out before paying.
Where an assistant helps
This log only works if someone updates it. TapeAndFloat reads the emails and texts you forward, adds new COs to your Sheet and lists the unsigned and unbilled ones every morning.
Free 60-day pilot: forward your job emails to the assistant, keep working in your own Sheet, and get a short daily list of what is slipping. No new app, no card. Request a pilot spot.
More guides
- Chasing sub paperwork: COIs, W-9s and lien waivers for small GCs
- How small builders get paid faster on draws and invoices
- Keeping clients and subs updated without project management software
- Procore and Buildertrend alternatives for small builders
Frequently asked questions
What should a construction change order include?
Job, CO number, description of the change, price (fixed or time-and-material with a cap), schedule impact, and signatures from the client and, where relevant, the sub, dated before the work starts.
Are verbal change orders enforceable?
It depends on your contract and state. Many residential contracts require written changes, so a verbal approval may be hard to collect on. Get at least an email approval.
How often should I review change orders?
Weekly. Check requested-not-priced, priced-not-signed and signed-not-billed.
Do I need software to track change orders?
No. A spreadsheet log works if someone keeps it current; that upkeep is what TapeAndFloat automates.
Want this tracked for you? Join the free pilot.