Change Requests

Manage scope changes with ClientFlow Change Requests. Capture additional value and maintain project control.

Change requests formalize scope modifications to approved proposals. When clients want more than originally agreed, change requests capture the additional value.

Requirement: Change requests can only be created from an approved proposal.

Change Request Statuses

Status	Description
Draft	Being edited, not visible to client
Sent	Delivered to client via email
Viewed	Client opened the request
Approved	Client accepted
Adjustment Requested	Client wants modifications
Rejected	Client declined

Creating a Change Request

From Approved Proposal

Open an approved proposal
Click Request Changes
Fill in the change request form

Required Fields

Field	Description
Proposal	Auto-linked to source proposal
Summary	Brief description of the change
Justification	Reason for the change

Optional Fields

Field	Description
Name	Title for the change request
Expires At	Date change request expires
Commercial Terms	Payment conditions
Stripe Enabled	Allow online payment
Recipient Email	Override default recipient

Pricing the Change

Choose one pricing approach:

Mode	Calculation
Fixed Value	Set total additional price
Hourly Rate	Hours × Rate = Additional Value

The additional value is calculated in cents for precision.

Change Request Actions

Draft

Action	Result
Edit	Modify any field
Send	Email to client, status → Sent
Delete	Remove change request

Sent & Viewed

Action	Result
Approve	Accept change, status → Approved
Request Adjustment	Client wants modifications
Reject	Decline change request

Approved

Action	Result
Generate Invoice	Create invoice for additional value

Change Request Detail Panel

The detail view shows:

Section	Content
Header	Name, status badge
Linked Proposal	Source proposal reference
Summary	Change description
Justification	Reason for change
Additional Value	Calculated amount
Commercial Terms	Payment conditions
Timeline	Created, sent, viewed, decision timestamps

Relationship to Proposals

Change requests are always linked to a proposal:

Cannot exist without an approved proposal
Add to the proposal's total value
Appear in the proposal's Related Change Requests section
Can be invoiced separately or with proposal balance

Dashboard Visibility

Location	View
Revenue Pipeline	Change requests in pipeline by status
Insights	Pending change requests, expiring soon
Proposal Detail	Related change requests list

Permissions

Action	Agency Owner	Manager	Developer	Client
View change requests	✓	✓	—	Own
Create change requests	✓	✓	—	—
Send change requests	✓	✓	—	—
Approve/Reject	✓	✓	—	Own
Generate invoice	✓	✓	—	—

Troubleshooting

"Can't create change request"

You need an approved proposal first. Check that the proposal status is Approved.

"Client requested adjustment"

Edit the change request based on feedback, then resend.

"Change request expired"

Create a new change request with an updated expiration date.

Status	Description	Actions
Draft	Being created	Edit, Delete, Send
Sent	Delivered to client	Track, Remind
Viewed	Client opened	Await decision
Approved	Client accepted	Generate Invoice
Adjustment	Client wants modifications	Revise, Resend
Rejected	Client declined	View reason

Creating Change Requests

From Proposal

Open approved proposal
Go to Change Requests section
Click New Change Request

From Client Profile

Go to client's Change Requests tab
Click Request Changes
Select parent proposal

Required Fields

Field	Description
Parent Proposal	Which approved proposal this extends
Name	Identifier for the change
Summary	Brief description of what's changing
Justification	Why the change is needed
Value	Additional cost (hours × rate or fixed)

Optional Fields

Field	Description
Valid Until	Expiration date
Commercial Terms	Payment conditions
Payment Link	For quick payment

Pricing Change Requests

Hours × Rate

Calculate based on:

Additional hours required
Hourly rate (can differ from original)
Shows: Hours, Rate, Additional Value

Fixed Value

Single additional amount:

One-time charge
Simpler for small changes
Shows: Additional Value

Sending Change Requests

Review all details
Click Send to Client
Client receives email with link
Track views and await decision

Client Experience

Clients can:

View change request details
See impact on project scope
Understand additional cost
Approve directly
Request adjustments
Reject with reason

Handling Approval

When client approves:

Change Request status updates
Generate Invoice becomes available
Create invoice for additional value
Project scope officially expanded

Invoice Generation

Same as proposal invoice generation:

Single payment option
Immediately or scheduled
Linked to change request

Handling Adjustments

If client wants modifications:

Status changes to "Adjustment Requested"
Review client feedback
Revise change request
Click Resend Updated
Client reviews again

Handling Rejections

When client rejects:

Rejection reason recorded
Change request marked "Rejected"
Original scope remains in effect
Consider:

- Phasing the change - Alternative approaches - Future roadmap inclusion

Agency Best Practices

Document Everything

Every scope discussion should either:

Be in original proposal (already agreed)
Be in a change request (pending approval)
Be explicitly out of scope (documented)

Never do work based on verbal agreements.

Make It Easy

Clients resist formal process when it's burdensome:

Keep change requests simple
Explain impact clearly
Price fairly
Approve quickly

Don't Nickel-and-Dime

Not every small change needs a change request:

Change Type	Approach
5-minute fix	Just do it
Hour of work	Consider tracking for pattern
Half-day or more	Always change request
Out of original scope	Always change request

Build goodwill with small things; protect margin on big things.

Use Templates

For common changes, create templates:

"Additional revision round"
"New page/section"
"Rush delivery surcharge"
"Expanded scope category"

Explain the Why

Help clients understand:

Impact on timeline
Resource requirements
Why additional cost is fair
Value they're receiving

Track Patterns

If you're constantly creating change requests:

Original scopes may be too narrow
Discovery process needs improvement
Client expectations not managed
Consider fixed-scope retainers

Change Requests vs New Proposals

Situation	Use
Extends existing approved work	Change Request
New phase or separate project	New Proposal
Significant scope (>40% of original)	New Proposal
Minor addition (<20% of original)	Change Request
Different timeline/team	New Proposal
Same timeline/team	Change Request

Integration with Dashboard

Change Requests appear in:

Pending Tab

Awaiting client approval
Days waiting
Urgency indicators

At Risk Tab

Expiring change requests
Value at stake

Client Profile

Complete change request history
Value impact tracking

Revenue Impact

Approved change requests:

Add to client lifetime value
Increase project budget
Generate additional invoices
Improve project profitability

Track in Revenue dashboard for:

Additional revenue captured
Change request approval rate
Average change value

Permissions

Action	Agency Owner	Manager	Developer	Client
View change requests	✓	✓	—	Own
Create change requests	✓	✓	—	—
Send change requests	✓	✓	—	—
Delete change requests	✓	✓	—	—
Approve/Reject	—	—	—	✓

Troubleshooting

"Client didn't receive change request"

Check spam folder
Verify email address
Resend or share direct link

"Can't create change request"

Need an approved proposal first
Check client still exists
Verify permissions

"Invoice generation failed"

Change request must be approved
Check client billing details
Try manual invoice creation

Change Requests protect agency profitability while maintaining positive client relationships. By formalizing scope changes, you capture value that would otherwise be lost to scope creep.