Projects · Workflow

Scope & Change Order

Catches out-of-scope work the moment it's flagged — not after it's been delivered for free. Documents the change, prices the impact, routes it to the client for approval, and on sign-off updates the budget, logs the contract amendment, and adjusts the invoice schedule automatically. Scope creep gets billed, not absorbed.

Expected results

Zero unbilled overages

per workflow run

Setup time

< 1 hour

no developer needed

Tool stack

Make.com

+ Airtable, PandaDoc, Gmail

Time saved · per change order

Before

~2 hrs

After

~10 min

How scope creep gets caught today

01Realise extra work was already delivered — after the fact, for free

02Dig through emails and Slack threads to reconstruct what was out-of-scope

03Estimate hours spent from memory using a separate spreadsheet

04Calculate cost impact manually and write a change order email to the client

05Wait for client approval via a reply-all email chain with no clear sign-off

06Manually update the project budget in your PM tool

07Adjust the invoice to include the overage — often after the billing cycle has closed

08Decide whether to proceed, reduce scope, or absorb based on the relationshipYou

09Update the contract amendment in a separate CRM or document system by hand

Result

Billed, not absorbed

Every change is documented and priced before the work starts — not reconstructed from memory after it's already been delivered for free.

On client sign-off, Airtable updates the project budget, logs the contract amendment in the CRM, and adjusts the invoice schedule — all in one trigger, no manual entry anywhere.

Your only call: proceed, reduce scope, or absorb based on the relationship. The paper trail, the pricing, and the downstream updates run without you.

Live Demo

Submit a Change Request

Describe an out-of-scope task and see how the workflow documents it, prices the impact, and routes it for client approval.

Change Request

Cmd+Enter to run

Change Order Output

⚡

Submit a prompt to see the workflow output here

Ready to implement this in your business?

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Linh Pham

Operations Workflow Architect

Turning chaos into systems that work

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pdlinh.vyco@gmail.com

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