Change Orders
Mark requests in or out of scope and price extra work for the client to approve.
A change order is an estimate for work that falls outside what the client already agreed to. You raise it from the ticket or task where the request came in, the client accepts it like any other estimate, and Agiled turns the accepted lines into tasks and a draft invoice.
Mark a Request In or Out of Scope
- Open the ticket and choose the Scope tab, or open the task.
- Under Scope, choose In scope or Out of scope.
In scope means the work is covered by the agreed price. Out of scope means it is extra and should be priced before you start. Leave it on Not set until you have decided. The choice is recorded in the request's activity.
Price Extra Work
- On an out-of-scope ticket or task, choose Price as change order.
- Describe each piece of extra work, with a quantity and price. For a task with estimated hours, the first line starts as those hours at the project's rate.
- Keep Becomes a task when accepted on for lines that are real work. Turn it off for fees such as rush delivery. You can rename the task each line will become. Lines can only become tasks when the request is linked to a project.
- Add a note for the client if it helps them decide.
- Choose Review and send to check the lines, total and recipient, then Send to client. Or choose Save as draft to finish it later in Finance > Estimates.
The estimate is addressed to the request's contact, or to the client's primary contact when the request has none. Its reference reads "Change order" with the ticket number or task name, so the client knows what it is for.
If sending fails, the estimate is still saved as a draft. Open it, check the recipient's email address, and send it again.
When the Client Accepts
However the client accepts (from their portal, the estimate link, or after signing), Agiled:
- Creates one task for each line marked Becomes a task. Tasks from a ticket are linked to the ticket and its project. Tasks from a task become its subtasks.
- Creates a draft invoice from the estimate, unless the estimate converts to an invoice on its own.
- Notes the acceptance in the request's activity.
This happens once. Accepting the same estimate again does not create more tasks or invoices.
If the tasks or invoice could not be created, the acceptance still stands. The change order shows Finish change order; choose it to try again.
When the Client Declines
Nothing is created. The decline, and the client's reason if they gave one, is added to the request's activity so the team can follow up.
Who Can Do This
- Marking scope needs permission to manage the ticket or task.
- Seeing change orders needs finance view access. Pricing and finishing them needs finance manage access.
- Clients never see which lines become tasks.