What it's for
This change order log template keeps every change order on a job in one list: what it was, who asked for it, what it costs, how many days it adds and whether it has been approved yet. Add a row the day you submit each change order. The sheet has 40 rows, and you can insert more.
Keep it beside the change order form you send for each change. The form is the change; the log is where the job's changes live together, with the contract sum they leave. Work recorded by the hour goes on a T&M ticket, and its ticket number can go in RFI OR REFERENCE. A change that starts as a question can be traced back to your RFI log. To price a change, try our change order calculator; our guide to change orders that get paid covers notice, pricing and billing.
What's inside
Two sheets, both protected with no password.
Change order log carries our logo, with no spot for yours: it's an internal tracking sheet, not something you send out. Above the table are PROJECT, JOB NO. and ORIGINAL CONTRACT SUM. Pale yellow cells are yours to fill in; all other cells are locked.
The table runs CO NO. through DAYS TO APPROVE, 40 rows, and pale yellow throughout, so it sorts and filters with the sheet protected. STATUS is a drop-down of Pending, Approved, Rejected and Void. AMOUNT takes any number, and DAYS any whole number, either with a minus sign. DAYS TO APPROVE is the one column that calculates: it counts the calendar days from DATE SUBMITTED to DATE APPROVED. It stays blank until both are dates, and also when the approval falls before the submission.
Under the table, CONTRACT SUMMARY shows the Original contract sum, then Approved changes, Pending changes and Rejected changes, the Current contract sum, If pending changes are approved, Days added by approved changes, a count of Pending, Approved, Rejected and Void change orders, and the Average days to approve.
It prints landscape on two pages, one page wide, with the header row repeated. On screen, everything down to the header row stays in view.
About this template holds three steps, a note on the example rows, the version, the license and links to related pages.
How to fill it in
- Fill in PROJECT, JOB NO. and ORIGINAL CONTRACT SUM, then clear the three example rows or type over them.
- For each change order, enter CO NO., DATE SUBMITTED, DESCRIPTION, INITIATED BY and RFI OR REFERENCE.
- Enter the AMOUNT, with a minus sign for a credit, and the DAYS it adds, with a minus sign for days taken off.
- Pick a STATUS, starting each change order at Pending.
- When it resolves, change STATUS and enter DATE APPROVED. DAYS TO APPROVE fills in on its own.
- Read the Current contract sum: the original plus the approved changes only. If pending changes are approved adds the pending ones.
A row with no STATUS is in none of the dollar totals or counts, so pick one for every row. Void rows are counted but their amounts are added nowhere.
The date cells don't check what you type. If a date goes in as text, or the approval is dated before the submission, DAYS TO APPROVE stays blank for that row instead of showing an error or a negative count, and the average skips the row. The same date on both reads 0. The average covers every row that shows a number, Rejected and Void rows included, and stays blank until one does.
The worked example
The first three rows are labeled Example, and the About tab says to replace them and the contract sum with your own. Each was initiated by the owner, and row 1 cites RFI 3.
| CO NO. | DATE SUBMITTED | DESCRIPTION | AMOUNT | DAYS | STATUS | DATE APPROVED | DAYS TO APPROVE |
|---|---|---|---|---|---|---|---|
| 1 | 9/10/2026 | Example: added footing at grid line 4 | $2,450.00 | 2 | Approved | 9/15/2026 | 5 |
| 2 | 9/18/2026 | Example: credit for deleted shelving | -$380.00 | 0 | Approved | 9/19/2026 | 1 |
| 3 | 9/22/2026 | Example: upgraded light fixtures | $1,125.00 | 0 | Pending |
Over an original contract sum of $185,000.00, the summary reads:
| Summary | Result |
|---|---|
| Approved changes | $2,070.00 |
| Pending changes | $1,125.00 |
| Rejected changes | $0.00 |
| Current contract sum | $187,070.00 |
| If pending changes are approved | $188,195.00 |
| Days added by approved changes | 2 |
| Average days to approve | 3.0 |
The counts read Pending 1, Approved 2, Rejected 0 and Void 0.
Frequently asked questions
Does it calculate anything?
Yes. Days to approve, every summary figure and the average are live formulas. Days to approve shows blank for a text date or an approval dated before the submission. Everything else is yours to type.
Does it work in Google Sheets or Numbers?
Both open .xlsx files. This one has no macros, and its formulas use only IF, OR, AND, ISNUMBER, ROUND, SUM, SUMIF, COUNT and COUNTIF.
Can I sort, filter or add rows?
Yes, with the sheet still protected. Sort and filter from the header row's buttons. Insert rows between two rows of the table so the summary takes them in, and copy DAYS TO APPROVE from the row above. Rows added below the table aren't counted.
Can I put my logo on it?
No spot is set aside. The sheet is for your own tracking and carries our logo.
Is it legal advice?
No. The log tracks the figures and dates you enter. It doesn't decide whether a change is approved or how your agreement treats it. If you want your terms reviewed, ask your attorney.