For small commercial trade subcontractors
Extra work happens fast. Keep the paperwork together.
A field instruction, T&M tickets, photos, pricing, approvals and billing should not live in six different places. Start with a free checklist designed for small electrical, plumbing, HVAC and drywall teams.
Free PDF · 27 checks · 6 steps · Optional contribution on Payhip. No subscription needed to use the PDF.
The paperwork gap
When someone asks for backup, can you find it?
A signed field ticket can help document the work. It does not always approve the price or authorize a contract change. Good records make it easier to see what happened and what still needs attention.
01 / FIELD
Direction gets lost
Who requested the extra work? When? Was the instruction confirmed in writing?
02 / BACKUP
Records get scattered
Tickets, photos, material receipts and crew time may be in different places.
03 / FOLLOW-UP
Status gets blurred
Submitted, approved, billed and paid are four separate statuses.
What the checklist covers
Six steps. One change ID.
- 1. When the change happens
- 2. Field records, every day
- 3. Pricing package
- 4. Submission and follow-up
- 5. Approval
- 6. Billing, payment and closeout
The 2-page PDF is printable. It includes a manual readiness score. It is not a fillable form or an automated tracking system.
How to use it
A practical check before you submit or follow up
- Print or save one copy for each extra-work request.
- Use the same change ID across tickets, photos, receipts and the pricing request.
- Check your contract's notice and authorization requirements.
- Mark missing records; use the score to guide paperwork follow-up.
- Keep submitted, approved, billed and paid amounts separate.
Read: A Signed T&M Ticket Is Not Always an Approved Change Order
Research in progress
The $29 Core Kit is in development.
We're interviewing 15 commercial trade contractors before deciding what belongs in the proposed Excel workbook and fillable PDFs. There is no paid product to purchase today and no launch date promised.
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Common questions
Before you download
Is the checklist free?
Yes. Payhip lets you choose $0 or contribute an optional amount. The PDF is the same either way.
Is a signed T&M ticket an approved change order?
Not necessarily. A signature may acknowledge field work or quantities without approving rates, pricing, contract scope or time. Read the contract and confirm the signer's authority.
Does the checklist guarantee approval or payment?
No. It is an organizational aid. Contract notice, pricing, authorization, retainage, lien or bond rules and payment requirements differ by contract and jurisdiction.
Who built Change Orders Nailed Down?
Ric Rivera, an Orlando-based U.S. Army veteran with 20+ years in acquisition logistics and project coordination, including contractor support to an Army acquisition program office.