Capture the change before editing

Write down what changed, who requested it and which proposal they were discussing. A request to replace one material differs from a question about whether an item was already included. Clarify that distinction before changing scope or price.

Keep the original file available in the job history. Editing a previously sent document without retaining its prior state makes it difficult to explain what the homeowner actually received.

Review the consequences, not just one line

A scope change may affect quantities, related work, the total, options or the planned sequence. Give the estimator the full request and the current source information. Do not assume that changing a product label leaves every other part of the offer unchanged.

  • Which sections or materials change?
  • Which quantities need review?
  • Does an exclusion or assumption change?
  • Are the option totals still consistent?
  • Who must approve the revised offer?

Use a short version log

A useful log records version, date, reason, reviewer and delivery state. For example: “Version 2: garage added at customer request; estimator review pending.” After review, update the status and retain the approved document. If sent, record recipient and delivery date separately.

Keep draft, approved and sent as different states. A file appearing in a folder does not prove approval, and approval does not prove the customer received it. This distinction also helps your office answer update calls accurately.

Deliver one clearly identified current version

Explain the main changes in a short customer message and identify which earlier proposal the new version replaces. Check that the attachment or link opens the intended file. Avoid sending several similarly named PDFs and expecting the homeowner to choose the correct one.

If the customer had already accepted a proposal, use your company's approved change process. A newly generated estimate should not silently overwrite an accepted agreement.

Keep your office on the same version

Use a single current-version reference in the property record, while retaining the history. Pair it with the call routing rules so pricing questions reach the right reviewer.

Explore LeanLine's proposal and back-office support. Discuss how your business will review changes, approve the final version and handle delivery before delegating preparation.