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Change Order Backup Documentation Checker

Check which backup documentation items are present in the change order package you received — and understand what each missing item means for your review.

Disclaimer: Results are illustrative. Actual entitlements depend on your contract. No data is stored by this tool.

Check which backup documents you have received

Review the change order package you received. Check each item that is present. Leave unchecked any item that is missing or not yet received.

0 of 10 items present

Why backup documentation matters

A change order is only as reliable as the documentation behind it. Without adequate backup, the owner has no independent basis to verify whether the claimed costs are accurate, whether the labour hours are plausible, or whether the markup rates comply with the contract. Approving without adequate backup means accepting the contractor's stated number rather than a verified one.

Most standard construction contracts — including the AIA A201 and the CCDC 2 — give the owner the right to request cost records and documentation for change order work. Establishing the expectation of complete backup documentation early in the project, and consistently requesting it, is more effective than requesting it for individual changes later.

What the 10 backup items cover

→GC cost breakdown: The fundamental document — without a line-by-line breakdown, no other review is possible.
→Labour hours and rates: Time sheets or field reports showing who worked, in what classification, for how many hours, at what rate.
→Material invoices or quotes: Supplier documentation confirming quantities and prices for materials included in the change.
→Equipment records: Rental invoices or rate schedule references for equipment used on the change.
→Subcontractor quotes: The sub's own cost breakdown, not just the GC's summary of the sub's charge.
→Overhead calculation: Explicit statement of overhead percentage and the cost base to which it is applied.
→Profit percentage: Profit stated separately from overhead, enabling compliance verification against contract allowances.
→Markup basis: Which costs each markup applies to — critical for identifying compounding issues.
→Taxes: Sales tax and applicable duties itemized separately to prevent double-counting.
→Bond and insurance costs: Rate stated if claimed as a line item, for comparison to contract allowances.

What to do when backup is missing

When backup is incomplete, the appropriate response is to request the specific missing items in writing before approving. Identify the exact documentation needed (e.g., "time sheets for days X through Y," "supplier invoice for material Z"), state a response deadline, and confirm in writing that approval is contingent on receipt. This creates a record and establishes expectations for future submissions. For smaller or clearer items, a conditional approval noting the outstanding documentation may be appropriate. For material gaps on high-value change orders, withholding approval pending receipt of backup is the more conservative approach.

Note: Backup requirements vary by contract type and jurisdiction. Always check your specific contract language for documentation requirements. This tool covers standard commercial construction change orders; specialty or cost-plus contracts may have different requirements.

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ChangeGuard automatically identifies missing backup during document processing

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