Change Orders
Track every scope change. Get paid for it.
Scope creep kills margins when changes go undocumented. Aimsio captures change orders digitally with built-in approvals, so every addition gets billed.
Before & After
What changes when you switch to Aimsio
Without Digital Change Order Management
- Scope changes captured on paper or not at all - Verbal agreements and scribbled notes lead to missed billing and client disputes.
- No approval trail for client sign-off - Without documented approval, clients dispute charges and payments get delayed.
- Change orders not reflected in job budgets - Project managers learn about cost overruns after the fact, not in time to act.
- Billing teams miss scope additions - Revenue gets left behind on every job because the change was never formalized.
With Aimsio Change Orders
- Every scope change captured before it slips - Changes documented in the moment, not reconstructed from memory weeks later.
- Approval trail that holds up under scrutiny - Digital sign-offs create an airtight record if a client ever pushes back.
- Budget and contract values updated automatically - The financial effect of each approved change is reflected in your job performance report immediately.
- Nothing missed at billing time - Approved change orders are on record so billing teams have everything they need to invoice accurately.
Core Capabilities
Everything your team needs to manage change orders
Every scope change documented, approved, and accounted for in one system.
Digital Change Orders
Replace paper change orders with structured digital records. Capture scope, cost, and reason for change. All linked to the parent job.
Approval Workflows
Internal approvers sign directly on the form. Clients can sign on site or remotely through the Client Portal (no Aimsio account required).
WBS & Contract Value Updates
Approved change orders automatically update planned dates, quantities, and contract values on your WBS schedule. Scope changes flow to your reports.
Cost & Rate Tracking
Track labor, equipment, and material costs added by each change. See real-time impact on job budget and contract value.
Status Tracking
Track every change order through Office Status and Client Status fields. Keep statuses up-to-date so your team always knows where each request stands.
PDF Download and Replace
Every submitted change order generates a PDF copy. Download it for client delivery or compliance records.
How It Works
From scope change to approved record in one system
Create the change order
When the scope changes, create a new change order in the web portal. Specify the reason, cost impact, and capture supporting details before anything proceeds.
- Linked directly to an active job
- Labor, equipment, and material costs itemized
- Totals calculated automatically
- Internal signatures captured on the form
New Change OrderClick to Zoom Send to client for approval
Send the completed change order through the Client Portal. Signatures are captured digitally and stored with the record. Work proceeds only after approval.
- Sent through Aimsio's Client Portal
- Clients review and sign digitally
- Office and Client Status updated on approval
Client ApprovalClick to Zoom Reports get updated automatically
Once approved, the change order updates your job performance report and contract value. Planned dates and quantities are amended automatically. Your billing team has accurate, up-to-date numbers without anyone re-entering data.
- Costs carry to job performance reports
- WBS dates and quantities updated
- Nothing missed at invoice time
Reports UpdatedClick to Zoom Aimsio has given us the visibility and confidence to pursue larger, more complex projects without fear of going over budget. The platform has removed uncertainty around costs and profitability, allowing us to take on opportunities we previously would have hesitated to pursue.
Integrations
Works with the tools you already use
Aimsio connects to your accounting, payroll, and ERP systems - so data flows without double-entry.
QuickBooks Online
Sage Intacct
ADP
Explorer Eclipse
Sage 300
NetSuite
MS Nav
MS Business Central
Viewpoint Vista
AcumaticaFrequently asked questions
A change order in Aimsio is a digital record that formalizes any scope, schedule, or cost change to an existing job. It includes the reason for the change, cost impact, and a complete approval workflow - so every change is documented, approved, and billed correctly.
Change orders are created from the Aimsio web portal. Once created, they can be sent to clients for approval through the Client Portal, where clients can sign as a guest from any browser or device.
Send the completed change order through Aimsio's Client Portal. Clients can review and sign as a guest without needing an Aimsio account. If the client is on site at the time the change order is created, they can also sign directly on the form. Signatures are captured digitally and stored permanently with the record.
Yes. When a change order is approved, it automatically updates your job performance report and contract value. For accounts using WBS, approved changes also amend planned dates and quantities on the WBS schedule; no manual re-entry required.
Absolutely. As change orders are created and approved, their cost impact updates the job's budget tracking automatically. Project managers can see how each change affects total job cost and contract value without pulling a report.
Office Status reflects your internal approval state: whether the change order has been reviewed and approved internally. Client Status reflects whether the client has reviewed and signed off. Both can be updated from the change order record or directly from the listing page.
Change Orders are available on Aimsio Ultimate only. If you are on a different plan and want to add this capability, contact your client success manager or compare product plans.
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