Guides › A change order log for small contractors (spreadsheet template layout) · Updated 30 Oct 2026

A change order log for small contractors (spreadsheet template layout)

"While you're here, could you also…" is how jobs grow and profit shrinks. A change order log records every change, its price, and the client's OK before you do it.

The columns

No., Date, Job, Description, Reason (client request, hidden damage, design change), Price, Extra days, Approved by, Approved on, How (signed, email, text).

Approval first

Agree how approvals work at the start of the job. A reply to an email or text with the description and price is often enough; your contract may say more. Don't start the change until the "Approved on" cell is filled.

Totals per job

=SUMIFS(F:F, C:C, "Job 014", I:I, "<>")

That adds approved changes for one job (rows with an approval date). Unapproved ones stay visible but are not counted.

On the invoice

List each change order by number on the final invoice, under the original price. The client recognises each line because they approved it.

Rather start with a ready-made file?

The Trades Business Kit has estimate and invoice sheets you can add change orders to, plus a jobs tracker. Your data stays in your own file.