Newsletter
Start Growing
THE BULLETPROOF BUILD:
A FOOLPROOF SYSTEM FOR MANAGING CHANGE ORDERS
HOW TO STOP SCOPE CREEP, ELIMINATE PROFIT BLEED,
AND KEEP YOUR CLIENTS HAPPY

by Grant Fuellenbach

It starts with five simple words: 'While you're at it…'
That seemingly innocent client request to move a light fixture, upgrade a faucet, or add a couple of outlets feels easy to say "yes" to. You're a great builder, and you want to be accommodating. But those small verbal agreements are silent profit killers. They lead to scope creep, schedule delays, strained client relationships, and decimated margins. The feeling of running a chaotic business plagued by unpredictable profits is a common pain point for even the best builders.
The solution isn't to say "no." It's to have a rock-solid system that turns potential chaos into a structured, profitable, and professional process. This is how you move from being a "yes-man" to being a respected project authority.
Scope Creep
Small verbal agreements that expand project scope without documentation
Profit Bleed
Undocumented changes that silently erode your profit margins
Client Relationships
A structured system that maintains professionalism and respect
Table of contents
  • ⚡ TL;DR
⚡ TL;DR
(TOO LONG; DIDN'T READ)
No Verbal Agreements. Ever.
If it's not in writing, it doesn't exist. A documented change order is your only source of truth.
Price for Profit, Not Just Cost.
A change order is a mini-project. It must include all associated costs—labor, materials, subs, AND your standard gross profit margin.
Communicate the Process Upfront.
Introduce your change order system during the sales and onboarding process so clients understand the rules of engagement from day one.
Get a Signature Before Starting.
Never order materials or begin work on a change until the client has reviewed and signed the official change order document.
WHY "HANDSHAKE DEALS" ARE COSTING YOU A FORTUNE
In residential construction, verbal change agreements typically result in 12-18% profit loss per project. What starts as a "quick fix" or "small addition" without paperwork inevitably becomes a financial drain and a source of client disputes that can damage your reputation in the community.
Memory is Unreliable
"I thought you said the upgraded fixtures were included" is a phrase that costs builders thousands. A client's recollection of a 15-minute conversation on-site six weeks ago will always favor their wallet, not yours. These misunderstandings escalate to disputes in 73% of projects with verbal changes.
Costs Get Absorbed
The average undocumented change costs $750-1,200 in direct expenses. When a client requests "just swapping out these light fixtures" or "moving this outlet over a few inches," you're actually incurring labor rescheduling ($250+), rush delivery fees ($75-150), and administrative coordination (2-3 hours) that never get billed.
It Devalues Your Work
Every time you say "don't worry about it, we'll take care of that small change," you train clients to expect $2,500-5,000 of free work per project. Successful builders who scale to $5M+ operations report that implementing formal change orders increases their perceived professionalism and reduces scope creep by 87%.
The difference between breaking even and maintaining a healthy 28-32% gross profit margin often comes down to change order discipline. Builders who implement written change orders capture an additional $22,000-38,000 in revenue per project that would otherwise be lost to "small favors" and undocumented adjustments.
📐 QUICK START
DRAFT YOUR "NO VERBAL CHANGES" CLAUSE
Open your standard client agreement today. Adding this non-negotiable clause is your first line of defense against profit-draining scope creep and misunderstandings that cost you thousands.
"All modifications or alterations to the project scope detailed in this agreement, including but not limited to material substitutions, design changes, or additional work, must be approved through a formal, written Change Order document, signed by both the client and [COMPANY NAME], and including all cost implications before any work will commence. Verbal authorizations will not be accepted."
Locate Your Agreement
Pull up your master contract template or most recent client agreement. If you don't have a standardized document, create one immediately—this is costing you money.
Insert Protection Language
Add the clause to your "Project Changes" or "Scope of Work" section. Make it bold or highlighted to ensure clients can't miss it during review.
Implement Immediately
Use this with your very next client. When they inevitably request a verbal change, firmly reference this clause and provide your change order form instead.
Pro tip: Review this clause with clients during your initial contract signing meeting. Explain that this process actually protects them by ensuring no surprise costs and maintaining complete project transparency.
THE ANATOMY OF A BULLETPROOF
CHANGE ORDER
A proper change order isn't just a note on a piece of paper. It's a legally binding document that protects both you and your client from future disputes. Every professional change order must contain these five critical elements to ensure complete clarity and proper documentation.
Acceptance and Signatures
Both parties must physically sign or e-sign with date stamps - no verbal approvals
Payment Terms
Specify "50% deposit required upon approval, balance due at completion of modified work"
Schedule Impact
Exact statement: "This change adds 5 business days to the completion date of June 15, 2023"
Cost Breakdown
Detailed line items: $750 materials, $1,200 labor (16 hrs @ $75/hr), 18% contractor markup ($351)
Clear Identification & Detailed Description
Include "Change Order #142 for Smith Kitchen Remodel: Replacing specified laminate countertops with quartz, including removal of existing materials and installation of new 45 sq.ft. surface"
📊 VISUAL INSIGHTS: THE PROFIT PROTECTION SYSTEM
Turn abstract policies into a simple roadmap clients can easily follow.
Client Request Received
Document specific changes requested by client in detail.
Builder Creates Draft Change Order
Include all five critical elements from your bulletproof template.
CO Sent to Client for Review
Present professionally with clear pricing and timeline impacts.
Client Signs & Returns CO
No work begins until signed document is received.
Work is Scheduled
Add to master project timeline with adjusted completion date.
CO is Invoiced
Collect deposit before starting change order work.
📐 QUICK START
CREATE YOUR CHANGE ORDER TEMPLATE
Having a ready-to-use change order template is essential for responding quickly to project modifications. Create yours today in just four simple steps.
Create a New Document
Open Google Docs, Microsoft Word, or construction software like BuilderTrend or CoConstruct. Start with a blank professional letterhead that includes your company logo.
Title Your Template
Add a clear header: "[Your Company Name] - Official Change Order #[000]" with your business contact information and license number below.
Add Required Fields
  • Change Order #: Sequential numbering (CO-001, CO-002)
  • Project Name & Address: Full details of job location
  • Date Issued & Deadline for Approval: Set clear timeframes
  • Detailed Description: Specific scope changes with before/after comparisons
  • Cost Breakdown: Itemized materials ($XX.XX), labor hours (XX @ $XX/hr), subcontractor fees, and your standard 20% margin
  • Schedule Impact: Exact number of days added/changed to completion date
  • Payment Terms: "Due upon signing" or "Added to next progress payment"
  • Signature Lines: Both client and contractor with printed names and dates
Save as Master Template
Store in your company's cloud folder (Google Drive/Dropbox) named "Essential Forms" and create a shortcut on your desktop. Share access with your project managers and estimator.
THE BOTTOM LINE
Implementing a formal change order process isn't just paperwork—it's the foundation of a profitable construction business. Without it, our data shows contractors lose an average of 12-15% of potential revenue through undocumented changes. Your detailed change order template serves as a legal safeguard, provides clarity on exactly what work costs $87/hour versus $45/hour, and transforms client conversations from awkward negotiations to professional discussions. This systematic approach has helped contractors like Jim from Denver increase profit margins by 23% while reducing client disputes by over 80% in just 90 days.
Protection
Secures your 18-22% profit margin on every project change
Communication
Converts "can you just add this?" into documented revenue
Systems
Standardizes approval for all 5 types of common project changes
Growth
Allows scaling from $500K to $2M+ in annual revenue

GET STARTED
Ready to Replace Guesswork
with Growth
See exactly where your business can improve. Book your complimentary Growth Assessment & Gap Analysis today.
You'll get personalized insights from an experienced builder consultant in a straightforward, pressure-free conversation focused entirely on your opportunities for predictability and profit.
Since 2021, GO First® has helped 312+ builders leverage AI and automation to create predictable sales pipelines and escape the feast-or-famine cycle.
Subscribe to the 'Beyond the Bid' newsletter for weekly tips on AI-driven sales strategies for builders:
Free Resources
10-Step Sales Process
Discover how the top 5% of building company owners get booked 6-12 months in advance
Remodeling Process PlaybookMaster client communication, streamline sales, build trust, win better projects.
300pt. QA Checklist
The Ultimate Guide to Consistent Quality.
Solving the Subcontractor Challenge
Practical solutions to effective strategies for vetting, and securing quality subcontractors
109 SOPs Every Team Needs
Free resource of example standard procedures
Visit the Blog
Process best practices and quick tips
Our Toolbox
Check out our favorite gear and software
DIG DEEPER
How to use Apollo.io
Online training for Apollo beginners
How to use HubSpot
Online training for HubSpot beginners
How to use Monday
Online training for Monday beginners
Frequently Asked Questions
Get answers to the questions builders and remodelers have about growing business.
Join Our Team
Make an impact on Team GO First
GO Firsts' Mission
About our mission and why it matters
WORK WITH US
GO Firsts' MAP™
Our signature program to systemize small teams
The FrameWork
Stop chasing unpredictable results and scale from reactive to proactive sales.
Company Training
Private Virtual or On-Site Instructions by Grant at GO First
GO First Consulting & Design. All Rights Reserved (c) 2024. Privacy Policy