Change Order Request Process for Roofers
The Change Order Request Process workflow provides roofing contractors with a structured method for handling client changes. It covers documenting the request, updating pricing, reviewing material impacts, and confirming client approval. By using this checklist, roofing companies prevent disputes, protect margins, and maintain professionalism. Clients benefit from transparency and confidence in project adjustments. Teams gain accountability and organization. With this workflow in place, roofing contractors can adapt smoothly, improve communication, and deliver projects reliably despite changes.
1Identify the need for a change in scope, materials, or timeline——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
2Confirm that the change is outside the original contract scope——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
3Gather necessary details (what’s changing, why, and how it impacts the job)——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
4Estimate cost and time impact of the change——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
5Draft formal change order request with scope, pricing, and schedule updates——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
6Attach supporting documents (photos, drawings, supplier quotes, etc.)——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
7Review internally for accuracy and approval——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
8Submit change order to client for review and signature——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
9Follow up to answer questions or negotiate terms if needed——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
10Receive signed approval before performing the work——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
11Update project budget and schedule based on approved change——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
12Communicate the change to the field crew and affected subs——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
13Track change order status and integrate into job documentation——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
14Include change order in next invoice or billing cycle——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
You found the SOP
Now make sure it actually gets done.
14 tasks is the easy part. The hard part is that six months from now the project still has to run this way when you are not the one watching.
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Founder of Subtrak · Twenty years in commercial roofing operations
“One session and this template becomes how your company actually does the work, with a name and a date on every step.”
Every project runs your way. And you can see that it did.
Put a name and a date on every step, and the crew gets a reminder when their part comes up.
Book a free strategy session