How to Edit and Delete Change Orders

Update existing change orders, or permanently remove ones you no longer need. You can edit change order details, update contract line items, add new line items, manage time impacts and delete change orders from your project. You can also click a change title in the Changes tab to open its Change Order Overview page, which includes an Audit Log tab.

Before you start

• To delete a change order, any linked payments must be removed first.

Open the change form

1. Click Cost in the left-hand navigation.
2. Open the change form in one of two ways:

The change form opens with a tab-based layout, giving you quick access to different sections of the form.

Update change order details

1. In the change form, update the relevant fields such as title, dates, amounts or status.
2. Choose a status. Forecast and Pending are uncommitted; In Principle is a committed cost, treated like Approved, and can be paid against; Draft, Rejected and Withdrawn are not included in financial reports.

Update contract line items

1. Click the Line Items tab to expand and view line items.
2. To change an existing contract line item, enter or edit the value in the Change Amount column.
3. If the requested and approved amounts differ, enter or edit the requested value in the Requested Amount column.
4. To reassign a change line to a different contract line item, click the Contract Line Item dropdown and select the new line item.

Note: If the contract has existing payments, a warning will appear when reassigning a line item. You can still submit the form, but review the impact on your payments first.

Add new line items through the change order

1. Click Add Line Item.
2. Enter a name for the new line item.
3. Enter the Change Amount and Requested Amount (if applicable).
4. Set the tax rate in the Tax % column. Rates pre-fill from the contract tax rate but can be changed per line item.

Manage time impact

Warning: Original completion dates must be set in the contract for EOT functionality to work. The revised completion date counts weekdays only for accurate schedule planning.

1. Navigate to the Time Impact tab in the change form.
2. Enter the Days Claimed to record days the contractor has requested.
3. Enter the Days Approved to record the approved time extension.
4. Review the Revised Completion Date, which automatically calculates based on weekdays only.

Add recommendation and approval text

1. Navigate to the Description tab in the change form.
2. In the Recommendation section, enter your recommendation text using the rich text editor. This text will only appear on the Change Recommendation PDF and will not show on the Change Approval or Change Order PDFs.
3. In the Approval section, review the pre-filled contractual statement. It is based on the Contract Standard selected in the contract and will appear on the Change Approval or Change Order PDFs.
4. To customize the approval text, toggle on Customize your letter's text and edit as needed.

Update additional fields

1. Navigate to the Additional Fields tab in the change form.
2. Update any tracking numbers or identifiers relevant to your change order management (for example, Change Number, Reference Number, Clause).

Tip: Information entered in Additional Fields will appear in Change Approval letters.

Add notes and supporting documents

1. In the Notes section, add internal comments explaining your changes. These are not shared externally and create an audit trail.
2. In the Attached Files section, click inside the box or drag and drop documents to attach supporting documentation.
3. Click any uploaded file to open the Documents preview panel. A side panel opens to the right of the form displaying the full document.

In the preview panel you can:

• Click Download to save a copy.
• Use the zoom controls (−/+) and page navigation to browse through multi-page documents.

Tip: Attachments added here will also be included with Change Order letters when generated.

Save your changes

1. Click the Update button in the bottom right corner.
2. A confirmation message confirms that the change order was updated.

Note: All changes are saved and visible immediately in your project. Updated change amounts automatically recalculate the Estimate at Completion (EAC) and related financial figures.

Delete a change order

Warning: You cannot delete change orders linked to payment applications. If Delete Change is grayed out, check for associated payments and delete those first.

1. Navigate to the Changes tab in the top navigation and locate the change order you want to delete.
2. Click the Action button next to the change order and select Delete Change.
3. Review the confirmation pop-up, which displays the name of the change order being deleted, and click the red Delete button to confirm. The change order is permanently removed from your project.

Tip: For change orders you no longer need, consider setting the status to Rejected or Withdrawn instead of deleting. This preserves the audit trail and keeps a record of the change order history.

Troubleshooting and FAQs

What happens to financial reports if I edit an Approved change order?

The Estimate at Completion (EAC) and related figures recalculate immediately. If payments have already been made against the change order, those payment amounts remain unchanged. Only future calculations reflect the updated change amount.

Can I edit a change order that has payments linked to it?

Yes, you can edit the change order details, status and amounts. However, you cannot delete it while payments are linked. To delete, remove the associated payments first.

Need help?

Contact Mastt Support for additional assistance with change orders.