Change Orders | Best Practices

Change orders in LMN are scope additions or modifications made after an estimate is created or a job has started; they’re managed by updating estimating and then syncing the change to the job and invoicing workflow. Follow the steps in the article for either small changes or large changes to a project - these steps assume that the job has already been started. If a request for change happens prior to the Job being started and/or created in LMN, edits can be made to the original estimate.

In this article:

For Small Changes to a Project that has Already Started

For Large Projects that have Already Started

For Small Changes to a Project that has Already Started:

Step 1: Create a New Work Area

1. Create a new Work Area for the Change Order (CO) in the existing Estimate. It’s a good idea to start the Work Area with ‘CO1’ for example. 
   ⚠️ Note: Be sure not to adjust any of the existing Work Areas for portions already sold!

2. Add the information and required items for the Change Order in the Work Area. 

3. If the CO needs to be signed off on, this can be sent to the end-customer once finalized for signature and approval by Hiding all of the other work areas except for the CO1 Work area.

Step 2: Open Timesheet Tracking to Add Task

1. Once approved, open the existing Job from the Jobs List and click into it.

2. In the Timesheet Tracking menu, click Punch-in Tasks.

3. Click + Task at the top right.

4. Enter the Task Name (CO1 - Example), set the Cost Code and enter notes and estimated hours from the Work Area as applicable then hit Save.

5. Optional - Adjust the Task order if necessary.

6. To make sure Job Costing remains accurate, next click Job Costing > Overview then click the Settings gear at the top right corner.

7. Click Update Assignments and link the new Task to the CO1 Work Area.

Step 3: Adjust the Scheduled Hours

The next step is to adjust the scheduled hours for the job with the new total.

1. While still in the Job, click on Schedule > Scheduled Visits > Details.

2. Click on the next day for the job and then click Edit Schedule.

3. From the dropdown, select Change this Job’s Schedule Starting from this Work Day. 

4. Adjust the Man Hrs to Reschedule and increase this amount by the amount of hours in the Change Order and Save.

Step 4: Add to Invoice

1. Under Invoicing > Invoice Schedule, adjust the Contracted Total at the top of the page to the new amount for the total project.

2. Click + Scheduled Invoice to create a new invoice for the CO.

3. Set the number of payments and click the Calculator icon to expedite and then click Add. 

4. You can then adjust the invoice date to today’s date to bill right away, or adjust to a different date of your choosing.

For Large Jobs That Have Already Started:

For jobs that have already begun and timesheets are associated to the Job, follow these steps if the Change Order is for a large project:

Step 1: Create a New Estimate for the Change Order 

1. Create a new estimate for the Change Order (CO). Begin the estimate with ‘CO1’ for example to indicate this estimate is a Change Order and put CO1 as the Version.

2. In the Estimate Info section, under Relations, link the new estimate to the original project. Confirm the Estimate Status.

3. Add the information for the Change Order in the Work Area sections. 
   ⚠️ Note: If needed, you can Import Work Areas from the original estimate to speed up this process.

4. If the CO needs to be signed off on, this can be sent to the end-customer once finalized for signature and approval.

Step 2: Open Timesheet Tracking to Add Task

1. Open the existing Job from the Jobs List and click into it.

2. In the Timesheet Tracking menu, click Punch-in Tasks.

3. Click + Task at the top right.

4. Enter the Task Name (CO1 - Example), set the Cost Code and enter notes and estimated hours for the Crew if applicable then hit Save.

5. Optional - Adjust the Task order if necessary.

6. To make sure Job Costing remains accurate, next click Job Costing > Overview then click the Settings gear at the top right corner.

7. Click Update Assignments and link the new Task to the CO1 Work Area.

Step 3: Adjust the Scheduled Hours

The next step is to adjust the scheduled hours for the job with the new total.

1. While still in the Job, click on Schedule > Scheduled Visits > Details.

2. Click on the next day for the job and then click Edit Schedule.

3. From the dropdown, select Change this Job’s Schedule Starting from this Work Day. 

4. Adjust the "Man Hrs to Reschedule" and increase this amount by the amount of hours in the Change Order.

5. Go to the Scheduled part of the Job menu. Add CO as new schedule or add hours to existing schedule by scheduling the CO1 Task

Step 4: Add to Invoice

1. Under Invoicing > Invoice Schedule, adjust the Contracted Total at the top of the page to the new amount for the total project.

2. Click + Scheduled Invoice to create a new invoice for the CO.

3. Set the number of payments and click the Calculator icon to expedite and then click Add. 

4. You can then adjust the invoice date to today’s date to bill right away, or adjust to a different date of your choosing.

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