Countertop Change Order Template

The customer changes the island after approving the kitchen. Sales has the new dimensions, the shop has the earlier drawing, and accounting has the original total. Everyone is working on the same job, but they are working from different instructions.

A change order brings those instructions back together. It should explain exactly what changed and what the change means for the remaining work. A message saying ‘make the island bigger’ leaves too many decisions to the people downstream.

Record the Difference From the Approved Job

Start with the approved order and drawing revision. Identify what will be added, removed, or replaced. Include the location of the work so a change to the kitchen island cannot be confused with a vanity or another room.

Check the production stage before pricing the change. A revision made before material is ordered can have different consequences from one requested after cutting. Record actual commitments and work already performed rather than applying an assumed change fee to every situation.

Our job documentation guide explains the wider job-folder process. The template here provides a separate operational record for one change.

Copy This Operational Template

• Job and customer: [job number, customer, address, and affected room].

• Original approval: [order number, drawing revision, and approval date].

• Change request: [who requested it, date, and reason].

• Remove or replace: [specific original items and quantities].

• Add or revise: [specific new items, quantities, material, and fabrication details].

• Revised documents: [drawing revision and supporting attachments].

• Price adjustment: [additional charge or credit, with the revised order total].

• Schedule effect: [confirmed effect or the decision still required].

• Approval record: [decision, approver, date, and reference to approval evidence].

• Internal handoff: [person confirming the drawing, material, shop instructions, and schedule are updated].

• Billing check: [invoice or credit reference and person verifying it].

Use specific quantities where possible. ‘Add one polished cutout for the confirmed sink model’ is easier to check than ‘upgrade sink.’ If a schedule effect remains unknown, identify who must resolve it before the date is promised.

Price Added Work and Removed Work Separately

Show the net adjustment clearly, but retain its components. That lets the office explain a charge and lets production see what has disappeared from the job. Recheck material requirements when the dimensions or layout change.

For example, assume an approved order is $8,000. Added fabrication and installation are priced at $600, while removed work receives a $150 credit. The net increase is $450 and the revised order is $8,450 before any applicable tax adjustments. This is a hypothetical example, not a standard fee schedule.

If $4,000 was already paid, the remaining amount depends on what has been invoiced and how that payment was applied. Do not treat a revised order total as proof that a new invoice has been issued or a payment received.

Update the Shop Instructions Before Continuing

Give the affected work a clear decision point. The person responsible checks the approval, revised drawing, material availability, and schedule effect together. Then the shop receives the current instruction, with the earlier version retained in the record.

A salesperson’s acknowledgment is different from a completed production handoff. Record both when they are separate steps. Ask the installer or production lead to confirm the exact revision they are using if there is any doubt.

Close the Billing Loop

Before closing the change, compare the adjustment with the financial document. An added charge needs to reach the appropriate invoice; removed work may need a credit. Check the revised order, invoices, and applied payments separately.

Track unbilled approved changes and the reason each remains open. That is more useful than counting change orders alone. If the same handoff repeatedly fails, assign an owner to repair that step rather than relying on reminders.

Connect Change Orders and Billing in Stonify

Stonify’s finance workflow connects sales orders with invoices and supports change orders that issue a matching invoice or credit memo. It also provides order locking and a history of changes after approval. These are concrete reasons to choose Stonify when scope changes get lost between the office and the shop.

The template above is a recommended operating record. It is not a claim that every label is a built-in Stonify field. During a demo, check how your approval and revision process fits the product.

Follow One Change Through to the Invoice

Book a Stonify demo and bring a recent scope change. See how the approved order, revised work, and invoice or credit stay connected to the project.