Contractor quoting
How to Change a Contractor Quote After the Customer Adds Work
Customers add outlets, paint another room, or ask for a bigger clean-up mid-job. Here is the simple rule for keeping the paperwork clean and getting paid for the extra work.
Quick answer
- If the customer has not accepted the quote yet, send a revised quote that shows the new line items, the new total, and what changed. Do not quietly overwrite the old total.
- If the customer already accepted or signed, do not edit the original quote. Price the added work separately and get written approval before you start it.
- In many states, home-improvement changes must be written. California, for example, requires change orders that describe the extra work, the price change, and any schedule effect before the new work begins.
Ask one question before you change anything
Has the customer already accepted or signed the quote? That single answer decides whether you revise the estimate or create a change order. Mixing the two is how jobs get fuzzy and unpaid.
| Situation | What to send | When to start the extra work |
|---|---|---|
| Quote sent, not accepted | Revised quote with a new date or version | After the customer accepts the revised version |
| Quote accepted or signed, work not started | Revised quote or written change order, then re-approval | After the new approval is in writing |
| Work already started | Separate written change order | Only after the change order is approved |
If they have not accepted yet
Confirm the new request in writing. Then rebuild the estimate with the added scope as clear line items. Keep the earlier version in your records so you can show what changed.
- Restate the added work in plain language and get the customer to confirm it.
- Price the new labor and materials at your normal rates.
- Show added lines separately so the customer can see the bump.
- Update the total, deposit if needed, and valid-until date.
- Label the document as revised and send it for approval again.
- Do not start the new work until that revised version is accepted.
Short revision note you can paste above the new total
Revised quote for [customer / address].
Change requested: [describe the added work].
Original scope total: $[amount].
Added work: $[amount].
New total: $[amount].
This revised quote replaces the earlier version dated [date]. Please review and approve before we schedule the added work.
If they already accepted or you already started
Treat the accepted quote as the baseline. Do not rewrite history by editing that document in place. Price the addition, write it down, and get approval before you swing the hammer on the new work.[4]
The Federal Trade Commission tells homeowners to get a written contract that covers how change orders are handled, because extras can change cost and schedule. That same discipline protects you when a customer asks for more mid-job.[1]
Rules vary by state. In California, home-improvement contracts and changes generally must be in writing, and a change order should describe the extra work, the amount added or subtracted, and the effect on progress payments or completion before the new work starts. Minnesota also expects residential building contracts and change orders in writing. Check your own state rules when the job is large or regulated.[2][3]
- Pause before doing unpaid extras, even if they feel small.
- Write the scope of the added work.
- Show the dollar change and any schedule change.
- Get a signature, written approval, or clear digital acceptance.
- Keep the original accepted quote unchanged for your records.
Worked example: paint one room, then add a hallway
You quoted $1,850 to paint one bedroom, walls only, two coats, including prep of nail holes. The customer accepts. On day one they ask you to paint the hallway too.
| Document | What it shows |
|---|---|
| Accepted quote | Bedroom walls only: $1,850 |
| Change order | Add hallway walls, same prep and two coats: +$650. New job total: $2,500. Schedule: +0.5 day. |
Mistakes that cost money
- Doing the extra work first and sending a higher invoice later.
- Editing the old PDF total without explaining the change.
- Leaving two active quotes open so the customer can approve the wrong one.
- Calling a scope add a tiny favor when it still needs time and materials.
- Assuming a text that says sounds good covers a signed change-order rule in your state.
Keep revisions easy to follow
The goal is a clean trail: what was quoted, what was added, and what the customer approved. In Jorvio you can update line items, resend a clear quote link, and keep the customer reviewing one current version instead of hunting through old texts and PDFs.
Frequently asked questions
Should I revise the quote or issue a change order?
Revise the quote if it has not been accepted yet. After acceptance, keep the original as the baseline and document the addition with a written change order or a clearly labeled revision that the customer approves again.
Can I just raise the invoice at the end?
That is how payment fights start. Price and approve extras before you do them whenever you can. An invoice should match work the customer already agreed to pay for.
Do change orders always have to be written?
Many states require written changes for covered home-improvement work. California is a clear example. Even where the law is softer, written approval is still the safest habit.[2][1]
What if the added work is only an hour?
Still write it down if it changes the price or schedule. Small unpaid extras add up across a month of jobs.
Sources
- [1] Hiring a Contractor by Federal Trade Commission. Federal consumer guidance on written contracts, payment schedules, and how change orders can affect cost and schedule.
- [2] Home Improvement Contracts by California Contractors State License Board. Official California guidance that home-improvement contracts and changes should be in writing, with change orders signed before the new work begins.
- [3] Home Building and Remodeling by Minnesota Attorney General. Official Minnesota guidance on residential building contracts and written change orders.
- [4] When to Revise a Quote vs Issue a Change Order by Quoteloc. Practical contractor workflow guidance: revise before acceptance, use change orders after acceptance.
Scope changed? Keep the paper trail clean
Update the quote and get approval before the extra work
Jorvio helps you revise line items, send a clear customer link, and keep accepted work separate from new requests.
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