What Are Change Orders?
Change orders/variations are formal documents used to record and manage any modifications to the original project scope, cost, or timeline after the project has already started.
They ensure that all changes - whether requested by the client, required due to site conditions, or caused by other factors - are properly documented, reviewed, and approved before being applied to the project.
In Buildern, change orders/variations allow you to:
Adjust the project budget by adding or deducting costs
Update the scope of work by introducing new items or modifying existing ones
Track project changes in a clear and organized way
Send changes for client approval before applying them
ℹ️ Note - Change orders/Variations help maintain transparency and prevent misunderstandings by keeping a clear record of all agreed-upon changes throughout the project lifecycle.
When to Use Change Orders/Variations
You should create a change order whenever there is a deviation from the original agreement. Common scenarios include:
Scope changes – Adding or removing work (e.g., extra rooms, design changes)
Client requests – Upgrades, material changes, or additional features
Unforeseen conditions – Site issues, structural changes, or delays
Cost adjustments – Price increases or reductions
Schedule impacts – Changes that affect project timelines
💡 Tip - Always use change orders/variations instead of editing the original estimate directly to maintain a clear project history.
How to Create a Change Order/Variation
Step 1: Follow these steps to create a new change order/variation:
Open your project in Buildern
Navigate to the Change Orders/Variations section
Click Create Change Order/Create Variation
Step 2 : Fill in the Details
In the opened form, complete the following fields:
Title - Enter a name for the change order/variation
(The Change Order/Variation ID will be assigned automatically)Approval Deadline - Set a due date for approval when sharing with clients or subcontractors
Days Change - Specify how the timeline is affected (if applicable)
Introduction Text - Add a short summary or context for the client
Step 3: Add Cost Lines
Include all financial details related to the change:
Cost items – Add materials, labor, or other costs
Quantity, cost, and markup – Define pricing clearly so clients can review and approve
You can also organize items into groups to keep the change order/variation structured and easy to review.
ℹ️ Note - In a Change Order, you can add only the Allowance Difference instead of the full allowance item. This helps customers approve the variance between the estimated allowance amount and the actual cost of selected items or approved bills linked to the allowance.
The Allowance Difference is calculated as:
Allowance Difference = Actual Allowance Cost − Original Allowance Amount
Next to the Add Item button, there is an option to generate cost lines from cost codes.
This feature allows you to quickly pull predefined cost items directly from your cost code library instead of adding them manually. Once selected, Buildern will generate the cost lines based on the chosen cost codes, which you can then adjust if needed before sending the change order/variation.
💡 Tip - Providing clear and detailed cost breakdowns helps speed up client approval.
Step 4: Add Additional Information
Buildern also allows you to include:
Attachments - Upload supporting files (documents, images, etc.)
Closing Text - Add final notes or instructions for the client
Terms and Conditions - Define legal or contractual terms for the change
💡 Tip - Clear terms help avoid disputes and set expectations upfront.
Once all details are completed, you can proceed to send the change order/variation for approval.
👉 Learn more about How to Send and Approve Change Orders/Variations in Buildern
ℹ️ Note - You can always save a change order as a draft and complete it later before sending it for approval.
Create a Change Order/Variation from Estimate Items
Buildern allows you to create a Change Order/Variation directly from existing Estimate items. This helps streamline the process by reusing items that have already been prepared in the project estimate, reducing manual data entry and ensuring consistency between estimates and approved changes.
Open your project
Navigate to Estimate.
Locate the estimate item you want to use.
Click the ⋯ (three-dot) Actions menu at the end of the item row.
Select Create or Add To.
Choose Change Order/Variation.
In the window that appears, configure the quantity and cost handling options as needed.
Click Save to continue.
When creating a Change Order/Variation from estimate items, Buildern allows you to control how quantities and costs are transferred:
Keep Original – Uses the original quantity or cost value from the estimate item.
Set to 0 – Transfers quantity or cost with a value of zero.
Set to Negative – Transfers quantity or cost as a negative value, which can be used for deductions or credits.
ℹ️ Note - If both the quantity and cost are set to negative, the resulting amount will be positive. Review the generated cost lines before sending the Change Order/Variation for approval to ensure the expected outcome.
For Allowance items, these options are unavailable and will appear disabled. As mentioned above, when an Allowance item from the estimate is added to a Change Order/Variation, Buildern automatically uses the Allowance Difference instead of the original allowance amount, ensuring the Change Order reflects the difference between the estimated allowance and the actual approved cost.
If you need to create a Change Order/Variation from multiple estimate items at once, select the desired items using the checkboxes and use the Bulk Actions toolbar.
When items are added to a Change Order/Variation, Buildern copies the item details, including the name, cost code, cost type, visibility settings, and other related fields, and creates them as new cost lines in the Change Order/Variation. The copied items behave the same way as manually added cost lines and can be reviewed or modified before the Change Order/Variation is sent for approval.
ℹ️ Note - If a Change Order has already been approved and a new item is added, the existing customer signatures are reset. The Change Order will need to be reviewed and approved again by the client.
Preview the Change Order/Variation
Before sending the change order/variation, you can use the Preview option to review how the document will appear to the client.
👉 Learn more about How to Work with Change Order/Variation Layouts in Buildern
From planning to execution, we’ll continue exploring Buildern step by step in the upcoming tutorials.
Happy building!