Overview
Once a proposal is accepted, you can no longer edit it. If the customer wants to make changes, you can create a change order. A change order is just like a proposal but it's attached to the original proposal and labeled as a Change Order.
When change orders are part of a proposal, the Customer View will show those change orders (along with status and amount) below the main information.
Video Tutorial
Create a Change Order
To create a change order, click the Change Order icon in the menu strip on the proposal.
Put any changes you want, then save and send to the client as you would any proposal. You'll get the same notifications when they accept as for regular proposals.
Once they accept:
- You can then invoice the change order and collect payment like you would any invoice.
2. You can also take the resulting invoice and merge it into the primary invoice for the proposal.
Which route you take really is up to you. If the customer has already paid the primary invoice, it might be simpler to invoice separately. If the project is still underway and the primary invoice is still open, you can merge into that one.
To have the change order information display properly on the "merged into" invoice, remember that the change order must have the same service as the original proposal/invoice. When you create the change order this way, the line itmes how up in a nice, concise separate section:
Another consideration for Merging Invoices for Change Orders is if the original invoice was already reported for royalties. If you have paid royalties on the initial invoice, then you should keep the invoice for the change order separate.
FAQs
Why can't I apply a change order?
Change orders can only be added to Accepted Proposals. If the customer hasn't accepted the proposal yet, simply edit the existing proposal and Save. The proposal link is a live link, so any changes you make and save will automatically appear in the Customer View (so you don't have to send the link again).
Can you explain how to correctly add a change order as a line item?
When creating the change order for a proposal, make sure to put in the line item that was being removed at a negative cost. Either the Quantity listed as -1 or the Price listed as a negative amount (-$200).
Once this change order is complete with all of these items listed as negative numbers, then you can click Save (so it does not send to the customer), Accept on their behalf.
Troubleshooting
When I go to do a Change Order, it seems to now be forcing me to charge the customer's card again just to accept the change.
When creating the change order, there is a box that may be checked for requiring a deposit. If that is on, it means that you have to charge a deposit and will ask you to enter payment info. Make sure the deposit is not marked "required", and that should fix the problem.
