When a homeowner asks for extra work, the site supervisor logs it on a phone form, the system prices it from the unit rate list and sends a change order for e-signature. Signed amounts update the contract and flow into the next progress invoice.
Typical results
≈10 min
From site request to change order sent
≈75%
Fewer disputes on final invoices
≈3%
Of contract value no longer lost to unbilled extras
Figures reflect typical results for this kind of automation.
The challenge
Renovation homeowners often ask for an extra outlet, more tiles or a moved fixture in the middle of a job. Supervisors agree on site, crews do the work, and the extra cost only appears on the final invoice, where it gets disputed or written off. Small unbilled extras add up across every project.
Before and after
Extra work items signed before they start
2.4×Final invoice disputes per 10 projects
−75%The automation
When the homeowner asks for extra work, the site supervisor fills a phone form with the item, quantities and photos, and the system prices it from the unit rate list. A change order PDF goes out for e-signature. Once it is signed, the contract value in the project sheet is updated and the amount is added to the next progress invoice. Change orders unsigned after 48 hours trigger a reminder to the homeowner and an alert to the project manager.
How it works
- 01
Extra work logged on site
The supervisor opens the phone form, picks the item from the rate list, enters quantities and adds photos.
- 02
Priced from the rate list
Unit rates turn the quantities into a priced line, and items not on the list go to the project manager to price.
- 03
Change order sent to sign
A change order PDF with the description, photos and price is sent to the homeowner for e-signature.
- 04
Contract and invoice updated
Once signed, the project sheet shows the new contract value and the amount is queued for the next progress invoice.
- 05
Unsigned after 48 hours
The homeowner gets a reminder and the project manager gets an alert, so the crew knows whether to hold the extra work.
Starts from
- Supervisor phone form
- Photos of the extra work
- Unit rate list
Delivers
- Updated contract value
- Line on next invoice
- 48-hour unsigned alert
The impact
About 95% of extra work is signed before it starts and billed on the next progress invoice. Final invoice disputes drop by about three quarters because every extra has a signed document with photos, and project managers see the current contract value for each job without calling the site.
Questions about this automation
What if the extra item is not on the rate list?
The supervisor picks a custom item and describes it. Instead of going straight to the homeowner, the change order goes to the project manager, who enters the price on their phone. It is then sent for e-signature in the same way, so nothing reaches the homeowner unpriced.
Which e-signature and invoicing tools does it work with?
Any e-signature service with an API, such as DocuSign, and any accounting system or invoice template you use for progress billing. The rate list and contract values sit in a Google Sheet, and the supervisor uses a phone form. This is a multi-step build, usually rolled out in stages.
Can the crew start before the homeowner signs?
That is the company's decision. The project sheet shows each change order as pending or signed, and the 48-hour alert tells the project manager which ones are waiting. Many contractors set a rule that crews hold any extra above a set amount until it shows as signed.