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Manually Approving a Change Order Without Sending to the Client

This article explains how to manually approve a change order without sending it to the client, allowing you to proceed with invoicing based on the updated proposal total.

When to Use Manual Change Order Approval

Manual approval is typically used when:

  • The original proposal has already been booked by the client

  • A change order has been created but not sent to the client

  • The updated scope and pricing are already approved verbally or offline

  • You need to invoice the remaining balance based on the new total

Confirm the Proposal Status

  1. Open the proposal.

  2. Confirm the proposal is marked as Booked.

  3. Navigate to the Change Orders section.

Here you will see:

  • The previously approved proposal value

  • The updated total after the change order

Example:

  • Original approved value: $48,000

  • Updated value after change order: $52,000

Approving the Change Order from Invoices

  1. Go to the Invoices tab within the project.

  2. Click Create New Invoice.

  3. At the top of the invoice screen, you will see a notice stating that:

    • The invoice is based on the most recent approved change order, but outstanding changes exist.

  4. Click Approve Change Order.

What Happens When You Approve

When you manually approve the change order:

  • A digital timestamp is recorded

  • Your user is logged as the approver

  • The client can see that the change order has been approved

  • The change order becomes the current approved version

This allows billing to proceed using the updated total.

Creating and Sending the Invoice

  1. Once the change order is approved, continue creating the invoice.

  2. Invoice the remaining balance based on the new approved total.

  3. Click Send to deliver the invoice to the client.

Important Notes

  • This process does not send the change order to the client for approval

  • It should only be used when client approval has already been obtained

  • All approvals are logged for audit and tracking purposes

Summary

Manual change order approval allows you to quickly update a proposal and invoice against the new total without requiring client action. By approving the change order directly from the invoice flow, you can maintain accurate records while keeping projects and billing moving forward.