Every out-of-scope request now triggers an estimate, a client e-signature and — once approved — an automatic invoice line. Nothing gets built on a verbal OK anymore, and the studio recovers $8,400 a month in scope work it used to give away.
Typical results
1 day
To a signed change order
100%
Approved changes invoiced
0
Builds started on a verbal OK
Figures reflect typical results for this kind of automation.
The challenge
Clients asked for 'one small extra' in calls and chat threads, developers obliged, and by launch nobody remembered what was in scope. Formalizing a change took twelve days of estimates and email chases — so most changes were never formalized at all. The studio was quietly donating thousands in free work every month.
Before and after
Unbilled scope per month
−100%Days to signed change order
−92%Change requests formalized
3.3×The automation
We added a one-click 'out of scope' flag to the studio's project board. Flagging a request generates a templated estimate with hours and pricing; once a partner approves it internally, the client receives an e-signature request with the scope spelled out. The moment it's signed, Make creates the invoice line in the accounting system, updates the project plan and notifies the team to start building.
How it works
- 01
Request flagged
A developer or PM marks any out-of-scope ask with one click on the project board.
- 02
Estimate drafted
A templated estimate with hours and pricing generates instantly for internal approval.
- 03
Client signs digitally
The client receives an e-signature request with the scope spelled out — no verbal OKs.
- 04
Billing line created
On signature, the invoice line lands in the accounting system automatically.
- 05
Team gets the green light
The project plan updates and the team is notified to start building.
Starts from
- Client change requests
- Out-of-scope flag on board
Delivers
- Client e-signature
- Invoice line created
- Team green light
The impact
The studio now bills $8,400 a month in scope work that previously went unbilled. Change orders are signed in a day instead of twelve, 100% of approved changes reach an invoice, and scope arguments at project close have all but vanished — the signature settles it.
Questions about this automation
How does a request get flagged as out of scope?
A developer or project manager marks the task with an out-of-scope flag on the project board, in tools such as Jira, Trello or monday. That single action starts the flow: a templated estimate is created with the expected hours and pricing, and it waits for a partner's internal approval.
What does the client receive to sign?
After internal approval, the client gets an e-signature request with the change described in plain terms: what will be built, the hours, the price and the effect on the timeline. The signature replaces a verbal go-ahead, and the signed document is stored with the project for later reference.
What happens after the client signs?
The signed change order creates an invoice line in the accounting system, adds the new tasks to the project plan and notifies the team that work can start. If the client declines or has not signed within a set number of days, the project manager gets a reminder to follow up.