Scope changes, signed before the work starts
Send a change request with its own price, or revise the SOW and keep the earlier version, so every change is agreed in writing.
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When scope changes, a consulting firm can send a change request as its own document with the added work and its price, or use Revise Last Version on the SOW, which keeps the earlier version. Both stakeholders sign the change before the work starts, and it can take its own payment on signing. Version history is on the Business plan.
Three sample documents from a fictional firm, joined in order: statement of work AP-2417 version 1, signed by both stakeholders with an agreed fee of $108,500 plus tax; change request CR-01, two extra site visits, a board paper and a one-week delay, priced at $9,800 plus tax; and the revised SOW, version 2, with an agreed fee of $118,300 plus tax, signed by both, with version 1 kept in the document history. Each card is stamped in turn.
The agreed fee, one signed change at a time
Every change to the Wexley review went out in writing with its price, and was signed before the team did the work. Read left to right, the documents tell you exactly what the client agreed to pay.
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23–26 Oct AP-2417 v1
SOW signed
Carla and Tom signed the fixed fee with the workshop, and the 30% first payment was paid on signing.
The signed statement of work
Agreed fee$108,500
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Week 5 CR-01
Two more sites and a board paper
Raised by the sponsor at the steering group, priced the same day and signed by both before the visits.
+$9,800 ex tax
Revised as version 2 of the SOW
Agreed fee$118,300
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Week 10 CR-02
Two weeks of implementation support
Wexley took up part of the option in the SOW, sent as a short change request of its own.
+$12,000 ex tax
Its own document, AP-2417-CR2
Agreed fee$130,300
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Today
Agreed fee today
$130,300 + tax
$143,330.00 inc tax
The figure your final invoice starts from, in documents both sides signed.
Drawn by us from the documents' own figures. Each change request states the fee before and after it; QuoteCloud does not add up fees across documents, track budget burn or bill the difference.
The change request your client signs
Carla asked in a comment whether the two northern sites and a board paper could be added. Rafael answered, then used Revise Last Version on the signed SOW to add change request CR-01: each area of scope as signed and as changed, the fee for each change, the agreed fee before and after, and the extra week.
Version 2 went to Carla and Tom. Both signed in their own browsers, and 30% of the change was paid on signing. Work on the extra sites started the following Monday.
- Scope as signed beside scope as changed
- The fee for each change and the new agreed fee
- The effect on the plan, stated in weeks
- Both stakeholders sign; a payment on signing if you want one
eSignatures: every plan · payments: Essentials and up
Change orders in QuoteCloudWhy The steering group wants the Northgate cross-dock and the Riverside depot in the options, and a paper for the February board meeting.
| Area | As signed | As changed | Fee |
|---|---|---|---|
| Site visits | Three distribution centres | Five sites, adding the Northgate cross-dock and the Riverside depot | +$5,800 |
| Board paper | Not in the signed scope | A 10-page paper on the preferred option for the February board | +$4,000 |
| Steering group | Fortnightly meetings | No change | No change |
- Agreed fee in version 1
- $108,500
- This change, CR-01
- +$9,800
- Agreed fee in version 2 ex tax
- $118,300
- Tax $11,830.00 · total inc tax
- $130,130.00
Roadmap accepted in week 12 Roadmap accepted in week 13+1 week
Issued as version 2 of the SOW. Version 1, as both stakeholders signed it on 23 and 26 Oct, stays in the document history.
Fee for this change
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Change request CR-01 | $9,800 | ||
Extra site visitsNorthgate cross-dock and Riverside depot, week 6
|
2 visit | $2,900 | $5,800.00 |
Board paperPreferred option, 10 pages, week 9
|
1 paper | $4,000 | $4,000.00 |
- Subtotal
- $9,800.00
- Tax (10%)
- $980.00
- Total
- $10,780.00
- Plus, monthly
- $0.00/mo
- Payment on signing for CR-01 (30%)
- $3,234.00
Accept and sign change request CR-01
2 of 2 signed
- Carla MendesSponsor · Chief Operating Officer SignedMon 30 Nov, 4:02 pm
- Tom HaddowProcurement manager SignedTue 1 Dec, 11:20 am
Payment on signing for CR-01 (30%)
$3,234.00
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
How to handle a scope change in QuoteCloud
Five steps from a request in a steering meeting to signed work, so nothing starts on a handshake.
Capture the request
Note the request in a comment on the SOW, in the client's words, and reply with what you will price.
Choose the route
Use Revise Last Version on the SOW, or send a change request of its own from your template.
Price the change
Set out scope as signed and as changed, the fee for each change from your rate card, and any extra weeks.
Approve if it's big
Over your total value or discount threshold, it waits In Review for a partner (Business).
Sign, then start
Both stakeholders sign before the team does the extra work. Take a payment on signing if you want one.
Add a change request template in the trial
Free for 14 days, no credit card required. Send us your SOW and change request form and we'll convert one template for you during the trial.
Every version kept, nothing overwritten
Revise Last Version makes a new version of the SOW and keeps the one the client signed. On the Business plan the document history's Revisions view lists each version, who changed it and when, and each signature; open any revision to preview it or copy it into a new document.
Prefer a separate document for each change? Send the change request from its own template, as Ashcombe did for CR-02. Either way, the client signs every change in writing and the signed documents carry a certificate and audit trail.
- Revise Last Version keeps the previous version
- Revisions view: preview, or copy into a new document
- Certificate and audit trail on every signed document
- Comments and replies in the document, never real-time co-editing
Version history: Business plan
Audit trail and document historyDocument history
- Version 2 Signed CR-01 · 2 of 2 signedTom Haddow · Tue 1 Dec, 11:20 am Signed
- Version 2 Signed CR-01 · 1 of 2 signedCarla Mendes · Mon 30 Nov, 4:02 pm Signed
- Version 2 Revise Last Version: CR-01 added, fee and plan updatedRafael Ortega · Thu 26 Nov, 3:15 pm Revised
- Version 1 Signed the SOW · 2 of 2 signed, first payment paidTom Haddow · Mon 26 Oct, 2:40 pm Signed
Open any revision to preview it, or copy it into a new document. Version history: Business plan.
Change request questions, answered
How do I send a change request to a consulting client?
Either use Revise Last Version on the signed SOW and add the change, or send a change request as its own document from your template. Set out the scope as signed and as changed, the fee for each change, the agreed fee after it and the effect on the plan. The client's stakeholders sign it online before the extra work starts.
Does QuoteCloud keep the version the client signed?
Yes. Revise Last Version creates a new version and keeps the previous one. On the Business plan, version history lists each revision in the document history, and you can preview a revision or copy it into a new document. Every signed version carries its certificate and audit trail.
Can a change request take a payment when it is signed?
Yes, from the Essentials plan with Stripe or PayPal connected. Set the payment on signing for the change request as a percentage or a fixed amount, for example 30% of the change. Anything else for the change is invoiced by your firm, for example with the next milestone, from your accounting system.
Does QuoteCloud track the total fee across change requests?
No. Each change request or revised version states the agreed fee before and after it, written in by your team, so the latest signed document shows the current figure. QuoteCloud does not add up fees across documents, track budget burn or time, or bill the difference.
Do both the sponsor and procurement need to sign a change?
That is your call and your contract's. In QuoteCloud you can add every stakeholder who needs to agree as a signer, each with their own signature block, and they sign in their own browsers with no account. A signing order is not set: each signs when they open it.
More for consulting firms
Every page of the QuoteCloud consulting microsite.
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Sponsor & procurement signing, and NDAsThe sponsor and procurement each sign the SOW in their own browser, and NDAs go out for signature before the first briefing.Explore
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Retainer agreements & renewalsMonthly fees shown in the agreement, an expiry date you can see coming, and renewal offers bulk-sent to retainer clients.Explore
- Fixed fee, day rate, retainer & value pricingEngagement models side by side as options the client chooses, with the price table, phases and timeline to match.
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- Team rate cards, margins & discount approvalsDay rates by role from your price book, cost and margin your client never sees, and discounts routed for approval.
- Case studies, methodology & AI-drafted summariesYour methods, case studies and team bios as reusable blocks, and an executive summary drafted with the AI Co-Worker for you to accept or edit.
- HR, change & people programsChange programs, workshops, training and HR reviews as phased proposals with sessions, participants and options.
- CRM & accounting integrationsPipedrive direct, HubSpot through Zapier, Xero and QuickBooks native on Business, and the API for your own systems.
- Consulting templatesReal QuoteCloud templates for consulting proposals, strategic plans, consulting contracts, HR proposals and NDAs.
- QuoteCloud implementation for consulting firmsYour SOW template converted, rate card imported, methodology blocks in the library and partners trained.
- FAQAnswers to the questions consultants, advisers and boutique firms ask most.
Every change agreed in writing, before the work starts
Free for 14 days. No credit card required.