How To Complete Change Orders in QuickBooks Online
Many construction and project-based businesses rely on change orders to track adjustments to their original estimates. If you’ve recently switched from QuickBooks Enterprise Contractor Edition to QuickBooks Online, you may have noticed that QuickBooks Online doesn’t have a built-in “Change Order” button.
The good news? You can still complete and manage change orders in QuickBooks Online with a simple workaround. In this guide (and video tutorial from our founder, Katie Bunschoten), we’ll walk you through the process step by step no third-party add-ons required. Looking for certified quickbooks online assistance? Book a free QBO Consultation today!
What Is a Change Order in QuickBooks Online?
A change order is a document used in contracting and construction to approve adjustments to the original scope of work — whether that’s additional labor, materials, or services.
QuickBooks Desktop Contractor Edition includes a built-in change order feature, but QuickBooks Online does not. Instead, QuickBooks Online users must rely on estimates and updated versions to track changes.
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Can QuickBooks Online Handle Change Orders?
Yes, but with a workaround. While QuickBooks Online doesn’t label them as “change orders,” you can modify estimates to track scope changes.
Many contractors moving from QuickBooks Desktop to Online are surprised by this limitation, but once you understand how to manage estimates, QuickBooks Online still gives you accurate project tracking.
Book a Free Consultation with our QuickBooks Experts today!
Step-by-Step: How to Complete a Change Order in QuickBooks Online
Here’s the process Katie demonstrates in the QuickBooks Online Change Order tutorial above:
Open the original estimate in QuickBooks Online.
Click Edit and add a new line item for the change in scope, labor, or materials.
Clearly label the line item as a Change Order so it stands out.
Save the updated estimate — QuickBooks will store the revision.
(Optional) Create a new version of the estimate for your records and client approval.
PRO TIP: Use the Projects feature in QuickBooks Online so all estimates, invoices, and changes are tied back to the same job.
QuickBooks Enterprise vs. QuickBooks Online for Contractors
QuickBooks Desktop Contractor Edition → Includes a dedicated change order tool, making it straightforward for contractors to track approvals.
QuickBooks Online → Requires using estimates as a workaround, but provides cloud access, mobility, and easier integration with other construction apps.
Best Practice → If your business relies on frequent change orders, consider pairing QuickBooks Online with a construction add-on like Buildertrend, Knowify, or D-Tools for a more formal workflow.
Best Practices for Managing Change Orders in QuickBooks
Always create a new line item for each change.
Use clear labels like “Change Order – Kitchen Remodel Labor.”
Send an updated estimate to your client for approval before beginning work.
Track profitability by using Projects in QuickBooks Online.
For complex projects, integrate a dedicated construction project management tool.
Frequently Asked Questions About Change Orders in QuickBooks Online
Can you do change orders in QuickBooks Online?
Yes. QuickBooks Online does not have a native change order feature, but you can manage them by updating or revising estimates.
How do I add a change order to an estimate in QuickBooks Online?
Open the estimate, add a new line item, and label it as a change order. Save and resend it to your client for approval.
Does QuickBooks Online have contractor change order tools?
Not directly. Contractor-specific features exist in QuickBooks Desktop, but QuickBooks Online requires a workaround.
What is the best way to manage change orders in QuickBooks Online?
Use estimates and Projects inside QuickBooks Online for basic tracking. For more advanced workflows, connect QuickBooks Online to construction-focused software.
Need a Formal Change Order Process?
QuickBooks Online can handle change orders with workarounds but if your business needs a formal system for tracking approvals, scope changes, and profitability— Certum Solutions can help.
👉 Schedule a free 30-min discovery call with our team today to explore the best setup for your workflow.
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