Change Orders: How to Get Verbal Approvals in Writing (Instantly)
"Yeah, just do it. We'll sort out the paperwork later."
Every tradie has heard this from a Super or project manager. And every tradie knows what happens next:
3 months later: "I never approved that. No PO, no payment."
The Change Order Trap:
You're on site. Something comes up. The Super says "go ahead." You do the work. You send an invoice. They say "we never approved that scope change."
Now it's your word vs. theirs. And guess who loses?
What Actually Works (Verbal → Written, Same Day):
When you get a verbal approval on site:
- Record the conversation (if legal in your state) or take detailed notes immediately
- Within 30 minutes, send a recap email/text:
"Hey [Super Name], confirming our conversation at 10:15am today — you approved adding 2x additional circuits for future HVAC at $800 materials + $600 labor = $1,400 total. Starting tomorrow morning. Let me know if I misunderstood anything."
3. If they don't reply within 24 hours, that's acceptance.
This does three things:
- Creates a timestamped record
- Forces them to correct you if wrong (or stay silent = agreement)
- Shows you're documenting everything (makes them take you seriously)
Why This Scares Away Disputes:
When payment time comes and they say "we never approved that," you forward the email from March 3rd at 10:47am that says exactly what was approved, with no reply from them.
Game over. They pay.
The Problem with Current Tools:
Nobody has time to type this out on site. You're in a dusty mechanical room. Your phone is at 12%. You're already late to the next job.
So you tell yourself: "I'll send the recap tonight."
Tonight never comes. And 3 months later, you're fighting over $1,400 with no proof.
The Fix:
Voice → text → professional recap → sent automatically while you're walking to your truck.
No typing. No delay. No excuses.
When change orders are documented same-day, disputes disappear. Because the other side knows you have receipts.