> For the complete documentation index, see [llms.txt](https://help.prostruct360.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.prostruct360.com/running-jobs/change-orders.md).

# Change orders

Add extra work to a job as a change order, send it to the client, and record when they approved it.

A change order is extra (or changed) work added after the estimate. In ProStruct360 a change order is simply a **line item with the Change Order box ticked**. It's priced like any other line, listed in its own **Change Orders** group, and stays marked **(Pending)** until you record the client's approval.

**Plans:** all plans. **Who:** anyone who edits job items.

{% embed url="<https://vimeo.com/870701089>" %}
Recorded in an earlier version of ProStruct360, so some screens may look different. The written steps below are up to date.
{% endembed %}

## 1. Add the change order as a line item

1. Open the job and go to **Job Items**.
2. Click **Add New Job Item**, or click an existing line to open it.
3. Fill in the name, description, cost and price as usual.
4. Tick **Change Order** at the bottom.
5. Click **Create and Close** (or **Save and Close** on an existing line).

![The Change Order box on a line item](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-a33fc68845857ac393751e4dab0a1714e40a900f%2Fchange-orders-01-checkbox.png?alt=media)

The line moves into the **Change Orders** group at the bottom of the list, after all your sections, and shows **(Pending)** next to its name.

{% hint style="info" %}
Change orders always sit in the **Change Orders** group, whatever section you pick. The same group appears last on the estimate PDF, invoices, work orders and the client's scope of work.
{% endhint %}

## 2. Send it to the client

* **Send Estimate** (in the **Emails** menu) sends the estimate PDF with the change orders listed under **Change Orders** at the end. Use this when the client needs to see the price.
* **Send Change Order** (also in **Emails**, shown once the job has a change order) opens an email to the client with the subject "*job name* - Change Order". It's a plain email — no document is attached — so write what changed, or attach a file with **Attach from job** or **Attach files**.

![The Emails menu with Send Change Order](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-a72b51b0b0a95e3d71e3003c54928736601c6f51%2Fchange-orders-04-emails-menu.png?alt=media)

## 3. Record the approval

When the client says yes — by phone, email, or a signed copy:

1. On **Job Items**, click the circle at the right of each change order line they approved.
2. Click **Mark Approved**. It only appears when every selected line is a change order.
3. Set the **Approval Date** (today by default) and add **Notes**, such as how they approved.
4. Click **Approve Change Order**.

![Mark Approved appears when only change orders are selected](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-7371e676138c5bb7a4cd46b44d6ef15588ee87de%2Fchange-orders-02-group.png?alt=media)

![Approve Change Order](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-ff7d4ebae43c1a84860a2512cc2837e777dc11f9%2Fchange-orders-03-approve.png?alt=media)

**(Pending)** disappears and the line shows **Change order approved on** *date*, with your note.

{% hint style="warning" %}
ProStruct360 doesn't ask the client to approve change orders and doesn't collect signatures for them. **Mark Approved** is your own record of an approval you got some other way.
{% endhint %}

## What the client sees

In the client portal, change orders appear under **Change Orders** at the end of the **Scope of Work** tab, with their price, and are included in the total. The client doesn't see whether a change order is pending or approved, and lines marked **Hide From Client** aren't shown.

## Common questions

**Do I need to approve a change order before scheduling or invoicing it?** No. Approval is a record for you; nothing is blocked until it's set.

**I don't see Mark Approved.** Your selection includes a line that isn't a change order. Select only change order lines.

**Can I undo an approval?** There's no button to clear it. You can mark it approved again with a different date or note.

## Related

* [Creating an estimate](/getting-started/creating-an-estimate.md)
* [The job page](/running-jobs/the-job-page.md)
* [Work orders](/running-jobs/work-orders.md)
* [Invoicing](/billing/invoicing.md)