Free Change Order Template (Excel)
Change order form vs change order log: what's the difference
A change order form is the one-page document you fill out for a single change: what's changing, why, and what it costs. A change order log is the running list of every CO issued on a job, so you can see the cumulative effect on the contract at a glance.
This template gives you both in one file: the form calculates the cost impact of the change you're filling in right now, and the log tracks every change order you've issued against the job, whether it's this one or one from three months ago.
Most free templates online give you only the form or only the log - keeping both together means you don't have to re-key numbers from the form into a separate tracking sheet.
How to calculate cost impact (labor, material, markup)
Enter the labor, materials, and equipment cost of the change, plus your markup percentage, and the subtotal and total calculate automatically: subtotal = labor + materials + equipment, and the total = subtotal x (1 + markup%).
Because the markup is a single percentage applied to the whole subtotal, changing it instantly updates the total - useful when negotiating the markup rate on a specific change before it's approved.
The form's Contract impact section then adds this change's total to the original contract sum and any previously approved change orders, so you immediately see the revised contract total, not just the cost of this one change.
Tracking multiple change orders against the original contract
The Change Order Log is a 50-row table: one row per change order, with its number, date, description, amount, and status (Approved, Pending, Rejected).
An Approved to date column runs down the log, adding up every change order marked Approved up to and including that row - so at any point you can see the cumulative approved total without re-adding the list by hand.
The summary at the bottom totals approved COs and pending COs separately, which is exactly what a project manager needs when reporting where a job's cost stands.
Approval status and audit trail columns
Every change order in the log carries a Status of Approved, Pending, or Rejected, with conditional formatting so approved rows highlight green and rejected rows highlight red - a quick visual read on where things stand.
Because the log records every CO with its date and status, it doubles as an audit trail: if a client or owner questions when a change was approved, the log has the date and amount on record.
Keep the log current as changes move through approval - a change sitting in Pending for weeks is easy to spot and follow up on when the whole list is in one place.
Updating your contract total as change orders are approved
The Contract impact section on the form recalculates the revised contract total from three numbers: the original contract sum, previously approved change orders, and the total of the change order you're filling in now.
As soon as a new CO is approved, update the Previously approved COs figure (or pull it from the log's Approved to date column) so the next change order form starts from the correct running total.
This keeps everyone working from the same number - the revised contract total on the form should always match the original contract plus the Approved to date figure in the log.
How to use it
- Fill in the change order form: project, CO number, description, and the labor, materials, and equipment cost of the change.
- Enter your markup % - the subtotal and total calculate automatically.
- Add the original contract sum and previously approved COs to see the revised contract total.
- Log every change order in the Change Order Log - the Approved to date figure accumulates automatically from the Status column.
Download the free Free Change Order Template (Excel)
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Construction Pack
For the rest of the job - certified payroll (WH-347) with automatic fringe reconciliation, a multi-project WIP report, and crew manpower planning - the paid Construction Pack ($49) bundles all three.
See the full versionFrequently asked questions
Can I use this in Google Sheets?
Yes. Upload the file to Google Drive and open it with File > Save as Google Sheets. All the calculations and the log's running-total formula keep working.
How many change orders can I log?
The Change Order Log has 50 rows, enough to track a typical job's full change history.
Does the form calculate my final contract price?
It calculates the cost of the individual change order and the revised contract total (original contract + previously approved COs + this CO). It doesn't recalculate the whole contract's line items.
Is it free?
Yes, in exchange for your email address. It's yours to use afterward with no further cost.
Can I edit the layout and add my company logo?
Yes, it's a standard Excel/Google Sheets file. Add a logo or adjust formatting - just be careful not to break the formula cells.
What's the usage license?
Personal use or use within one business. It's not meant to be resold or redistributed as a template product.