Change order first
When the client asks for extra work or a hidden condition changes the scope, document the new work, price, and timing before the crew proceeds.
Field guide
Change Order vs Invoice
Understand when to use a change order before work and when to send an invoice after approval.
A change order is for approving changed scope before or during the work. An invoice asks for payment after work or a milestone is complete. For extra work, the safer flow is usually change order first, invoice second.
Open prefilled generatorInvoice after approval
Once the change is approved and the payment trigger is reached, issue an invoice that references the change-order number and amount.
Keep both records
The change order proves authorization; the invoice proves the request for payment. Keeping them separate creates a clearer project history.
Side-by-side
Change order vs. invoice
QuestionChange orderInvoice
PurposeApproves changed scope, price, or timeRequests payment for approved work
When usedBefore or during the changed workAt a deposit, milestone, or completion
Key detailsScope, reason, cost, schedule, approvalAmount due, due date, payment terms
Client actionApprove or reject the changePay the amount due
Next step
Put the workflow into practice
CO-001
One change shown in both documents
Example- Change order CO-014
- Before work: owner approves adding four recessed lights for $1,240 and two additional work days.
- Invoice line
- After the payment trigger: “Approved change order CO-014 — recessed lighting: $1,240.”
- What stays separate
- The change order contains scope and authorization; the invoice contains amount due, due date, and payment instructions.
- Project record
- Keep the approval with the contract file and reference the same CO number in job costing and billing.
What this example covers
Use a change order to approve extra scope
Use an invoice to request payment
Keep approval separate from collection
Reference the approved change order on the invoice
More field paperwork
Related contractor guides
Important note
This is practical paperwork guidance, not legal advice. Review important construction documents with qualified counsel before use.