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Construction project management & execution
January 21, 2026

Change order tips: Avoiding mistakes and getting paid for your work

What are change order management best practices?

Change order management best practices involve documenting every change, maintaining a detailed log, telling the story behind each change, and using consistent, simple processes. This ensures subcontractors don’t lose money, avoid disputes, and get paid for all completed work.

Why change order management matters for subcontractors

Change orders are a fact of life in construction. Projects shift, owners adjust scope, and site conditions surprise everyone. But missed or mismanaged change orders add up—fast.

According to McKinsey, 98% of megaprojects face cost overruns or delays, and poor change order management is a top culprit.[^1] For trade contractors and subcontractors, this isn’t just a frustration; it can be the difference between profit and loss.

Matt Graves, seasoned project manager and founder of Construction Yeti, puts it simply:

“A tiny little thing could very quickly spiral into something much larger. So just capture it so at least it stays front of mind.”

Let’s walk through the most common mistakes, practical fixes, and proven processes to help you get paid for every hour and every change.

The most common change order mistakes (and how to avoid them)

Failing to document changes

This is the classic pitfall. Too many contractors rely on memory or informal chats.

“One common mistake is not capturing them right. Because stuff happens all the time. If you’re a subcontractor and you bid it for plans and specs… just start capturing ‘em.”  — Matt Graves

Avoid it:

  • Document every potential change immediately, even if it seems minor.
  • Use a consistent method; don’t let it live only in your head or scattered emails.

Not telling the story behind the change

Owners and GCs don’t blindly approve numbers. They need context.

“The ones that I can basically just check off and approve are the ones that tell a story… If you can just black and white, paint the picture, it’ll go way faster.” — Matt Graves

Avoid it:

  • Always explain why the change happened and what work is involved.
  • Break down labor, materials, and time for clarity.

Inconsistent processes across projects

Every project team doing things “their way” creates chaos, not flexibility.

“I’ve seen it… same subcontractor on another project, and it’s a completely different experience. You guys aren’t uniform at all.” — Matt Graves

Avoid it:

  • Standardize your change order process.
  • Train your team and keep a living process manual.

Poor field-to-office communication

Missed details and slow reporting lead to missed revenue.

“Ultimately, you’ve got to build a relationship with the field… sit down with them, have weekly look-ahead meetings. Where are you going? What do you need?” — Matt Graves

Avoid it:

  • Schedule regular check-ins between PMs and field leads.
  • Make change order capture part of your routine conversations.

How to build an effective change order process

Clear processes don’t just protect your bottom line; they relieve stress and build trust.

Step 1: Capture every change early

  • Create a habit: If you even think something is a change, log it.
  • Keep an internal log; don’t wait until the end of the job or after work is done.
  • Use photos, notes, or voice memos if you can’t get to a computer.

Step 2: Maintain a detailed change order log

A change order log is your single source of truth. Don’t overcomplicate it.

At minimum, your log should include:

  • Date and description of the change
  • Who reported it
  • Potential impact (cost, time, scope)
  • Status (pending, submitted, approved, denied)
  • Documentation links (photos, emails, RFIs)

“If anything comes up, it could possibly be a change order, just note in your log. This is your internal log.” — Matt Graves

Sample construction change order log template

Date Description Reported By Impact Status Docs/Notes
6/10/2024 Relocate two outlets John Smith +$800, +1d Pending Photo attached, RFI #12
6/12/2024 Owner changed tile Jane Lee +$1,200 Approved Email from GC, updated specs attached

Step 3: Price and substantiate changes with storytelling

Don’t just submit a lump sum. Tell the story with specifics.

“Selling is basically telling a story… If I just see, ‘labor 200 hours,’ what do I do with this? But if you tell me, ‘A crew of three guys for two days to do XYZ,’ it makes sense.” — Matt Graves

Tips:

  • List tasks, crew size, and duration.
  • Attach photos or sketches.
  • Reference related RFIs, emails, or meeting notes.
  • Explain why the change is necessary and what would happen if not addressed.

Step 4: Get timely approvals and manage paperwork

Don’t wait until the end of the project when memories are fuzzy and leverage is lost.

  • Submit change orders promptly, ideally before work begins.
  • Use clear, consistent forms.
  • Follow up with the GC/owner regularly.
  • Store all correspondence and approvals for easy retrieval.

Pro tip:

Make sure your contract language supports your process. Many commercial contracts require backup documentation to get paid.

Sample change order log & storytelling techniques

Here’s how you can combine your log with a “story-first” approach for smoother approvals.

Example entry

Date Description Story/Justification Status
6/15/2024 Add fire caulking at penetrations “Building inspector requested additional fire caulking. Crew of 2 for 3 hours x 5 floors. Photos and inspector’s email attached.” Submitted

Storytelling checklist:

  • What changed and why?
  • Who requested it?
  • What work was done, by whom, and how long did it take?
  • What’s the impact on schedule and cost?
  • What proof can you provide?

Tools and tech for streamlined change order management

You don’t have to break the bank to get organized. Start simple, then scale up.

Simple, low-cost options

  • Google Drive/Sheets: Share logs, photos, and forms with your team.
  • Microsoft Excel: Create a template log for every project.
  • File Structure: Keep a standard folder for each project (“Change Orders,” “RFIs,” “Photos,” etc.).

Construction management software

When you’re ready to grow, change order software solutions can automate and connect the dots.

Matt Graves advises:

“If you’re building your company around a process, these software tools become how things get managed… I would start as early as you can afford it.”

Benefits of dedicated solutions like Knowify:

  • Real-time change order tracking
  • Mobile capture from the field
  • Automatic log updates and alerts
  • Integrated with job costing, invoicing, and project management

Looking for a faster, easier way to handle change orders? Request a Knowify demo.


FAQs on change orders for subcontractors

What are the best practices for change order management in construction?

  • Document every change, no matter how small.
  • Use a standardized log and process.
  • Communicate clearly with your field and office teams.
  • Tell the story behind each change for faster approvals.
  • Submit and follow up on change orders promptly.

What are the most common change order mistakes subcontractors make?

  • Not documenting changes as they happen
  • Submitting vague or unsupported pricing
  • Lacking a consistent process across projects
  • Poor communication between field and office

How do I document and track change orders effectively?

  • Use a single log for each project (Excel, Google Sheets, or software).
  • Capture photos, RFIs, and approvals as attachments.
  • Keep everything in one place for easy reference.

How do I get my change orders approved by GCs and owners?

  • Submit detailed, well-explained change orders.
  • Tell the story of what changed and why.
  • Provide backup documentation (photos, emails, RFIs).
  • Follow up regularly and address questions promptly.

What should a change order log include?

  • Date, description, and who reported the change
  • Estimated cost and time impact
  • Status (pending, submitted, approved, denied)
  • Supporting documents (photos, RFIs, emails)

How can I tell the story behind a change order to get it approved?

  • Explain the reason for the change.
  • Describe the work required (crew, hours, materials).
  • Attach proof (photos, inspector requests, owner emails).
  • Be concise but thorough—make it easy for the GC/owner to understand.

Key takeaways & next steps

  • Every change matters: The small ones add up. Document everything.
  • Consistency pays: Uniform processes and logs protect your profits and reputation.
  • Storytelling gets results: Details and context speed up approvals and reduce disputes.
  • Tech can help: Start with simple tools, then move to software like Knowify as you grow.

Ready to tighten up your change order process? Request a demo to see how Knowify can help you get paid for every hour of work.