Billing New Scope With a Change Order Documentation

A change order is a proposal that amends an accepted one. When the client adds a second stage, extra crew or another day after signing, the original proposal stays locked at the price they agreed, and the new scope goes on a change order with its own lines, status and acceptance. Once the client accepts the change order, it adds to the event's budget and revenue alongside the proposal it amends.

Change orders only add. To reduce scope, move the original proposal back to Sent, edit it and accept it again, as described in proposal statuses.

Rules for Change Orders

A change order amends a proposal whose status is Accepted when the change order is created. A Paid proposal, or another change order, cannot be amended.
The link is checked only when the change order is created. If the original proposal is later canceled, the change order is not affected.
A change order works like any proposal: it starts in Draft, has the same tabs, and moves through the same statuses. It counts toward the budget only once it is Accepted or Paid.
An invoice can bill a change order together with its original proposal when both have the same client.

Create a Change Order From the Proposals List

Open Proposals

Open Resourcing, then Proposals.

Choose Create change order

Open the menu beside Create proposal and choose Create change order.

Choose what it amends

Give it a Name and choose the accepted proposal under Amends. Only accepted proposals are offered.

Set the client

Choose the Client. Pick the same client as the original if you want to bill both on one invoice.

Create it

Select Create proposal, then add lines as you would on any proposal.

The change order shows Change order on the Proposals list, and its left panel links back to the proposal it amends under Amends.

Create a Change Order From Unbilled Scope

Procurement tells you when you are buying something nobody sold. A need is flagged Unbilled scope when it is not on any Accepted or Paid proposal and is not assigned to a line on any proposal's Budget tab. That is the moment to bill it before it quietly eats your margin.

Open the need

Open the procurement and open the need. In its details, the Billing row shows Unbilled scope.

Choose Create change order

Select Unbilled scope and choose Create change order.

Fill in the change order

Choose the accepted proposal it amends under Amends. The Name is filled in for you, and Line name defaults to the need's name. Leave Terms blank to use the terms of the proposal it amends.

Create it

Select Create change order. The change order opens in Draft with one line for the need, priced from its rate card.

A change order created this way always takes the client of the proposal it amends, so the two can settle on one invoice. Its line is linked to the need and assigned to the need on its Budget tab, just like a line added from procurement.

If the need is already covered by a budget line you planned for it, choose Assign to a budget line instead. That opens a proposal's Budget tab, where you can assign the need to the line that covers it.

Assigning a need to a budget line counts as billing it. Adding a need to any proposal line assigns it too, so the flag clears as soon as the need is on a proposal line, including a change order that is still in Draft.

Proposal Statuses

Accepting, un-accepting and what the price lock covers.

Invoices and Payments

Bill a proposal and its change orders on one invoice.