Can a change order be e-signed?

Yes. Electronic signatures are legally valid for most commercial change orders under the federal ESIGN Act (15 U.S.C. ch. 96, 2000) and state UETA laws, provided intent, consent, attribution, and record retention requirements are satisfied.

Is notarization required?

Usually no; change order invoices rarely require notarization. Exceptions occur if the amendment modifies a document that statutorily requires notarization (for example, certain real property instruments). Confirm contract language and state law before assuming no notary is needed.

What if signatures do not match?

Mismatched signer names or missing approvals can void the amendment or delay payment. Remedy by reissuing the change order, obtaining a signed addendum, or securing a confirming email with clear attribution; preserve the audit trail for dispute resolution.

How long must records be kept?

Retain financial change orders per applicable rules: at least three years for tax records (IRC §6501(a)); six years for HIPAA-governed health records (45 CFR §164.530(j)). Industry or state rules may require longer retention.

Can I use remote notarization?

Remote online notarization is permitted in most states, but requirements vary (identity proofing, audio-video recording, retention). If a notarized acknowledgment is required, verify the state notary rules and retain the notary record accordingly.

How do I fix errors after sending?

Issue a corrected change order invoice that identifies the correction, includes a new amendment number and date, and notifies the payer. Re-obtain approvals if the correction is material, and keep both versions with audit metadata.

Electronic Signature
Templates
Finance
Finance Change Order Invoice

Finance Change Order Invoice

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

FINANCE CHANGE ORDER INVOICE

From (Issuer)

Company Name Address

Phone

Email

To (Client)

Client Name Address

Contact

Phone / Email

Invoice & Change Order Details

Invoice Number: Change Order No.:

Original Contract No.: Effective Date:

Invoice Date: Due Date: Payment Terms:

Change Order Itemization

Provide line-item description of work, materials, and cost adjustments attributable to this change order. Quantities and unit pricing shall reflect only the change to the original contract scope.

Description	Qty	Unit Rate	Amount

Subtotal:

Tax Rate (%):

Tax Amount:

Shipping / Other:

Total Change Amount:

Adjustments & Prior Balances

Previous Payments Applied to This Change Order: Retainage Withheld:

Net Balance Due for Change Order:

Reason for Change Order

Change Order Basis & Certification

The amounts stated herein constitute the agreed adjustment to the Contract Price and/or Contract Time attributable solely to the described changes. By issuing this Change Order Invoice, Issuer certifies that the work and/or materials invoiced were necessary, performed or supplied in accordance with the change directive, and that the charges are reasonable and properly allocable to the described change.

Payment of amounts due pursuant to this Change Order shall be governed by the payment, retainage, and dispute provisions of the original contract except as expressly modified herein. Issuer expressly reserves all rights and remedies for nonpayment, including the right to suspend work, seek interest as provided below, and pursue lien or bonding remedies.

Terms, Payment Instructions & Late Fees

Accepted payment methods: Check, ACH, Wire Transfer, or other methods agreed in writing. For check payments, remit to Issuer at the address above. For electronic payments provide remittance details below.

Remittance Details / Bank Instructions

Late payment shall accrue interest at the lesser of 1.5% per month or the maximum rate permitted by applicable law, commencing the day after the due date. Issuer may assess reasonable collection costs, including attorney fees, on overdue balances.

Tax & Compliance

Taxes: Tax included in unit prices Client liable for applicable sales/use taxes

Certifications

I certify under penalty of perjury that the information contained in this Change Order Invoice is true and correct to the best of my knowledge and that invoices submitted represent work performed and/or materials supplied in connection with the stated change.

Preparer Name

Title

Phone

Email

Signature (Issuer)

Issuer Name:

By:

Date:

What a Finance Change Order Invoice Is

Finance Change Order Invoice is a formal document used to record amendments to an existing financial obligation, such as a contract price adjustment, scope change, or billing correction. It summarizes the original invoice, details the change (items added, removed, or repriced), and shows the adjusted total, payment terms, and effective date. The document creates an auditable record for both payer and payee and may serve as authorization to proceed with additional work or to accept revised charges. Use it to reduce disputes, clarify responsibilities, and ensure accounting and tax records reflect the updated transaction.

Why Accurate Change Order Invoices Matter

A Finance Change Order Invoice documents agreed contract amendments, clarifies revised charges, and preserves an auditable trail for accounting and tax records. Proper execution reduces disputes, supports accurate financial reporting, and aligns with electronic signature standards under ESIGN and UETA.

Who Prepares and Approves These Change Orders

Typical users who prepare or approve Finance Change Order Invoices include project managers, accounting staff, and contract administrators.

Project managers: request and approve scope and cost changes, align deliverables with contract.
Accounting/finance teams: update ledgers, verify billing accuracy, and process adjusted invoices for payment.
Contract administrators: ensure amendment language matches original contract and compliance requirements.

Secondary stakeholders include procurement, legal, and customer representatives who may review amendments and confirm authorizations before processing payment.

Step-by-Step: Prepare and Issue a Change Order Invoice

Follow these steps to update and issue a Finance Change Order Invoice so accounting and project teams accept and process the amendment.

01

Locate Original: Match the change to the original invoice and contract references.
02

Describe Change: Detail what is added, removed, or corrected and why.
03

Calculate Adjustment: Recalculate totals, taxes, and outstanding balances.
04

Obtain Signatures: Collect approvals and record signatures with dates.

Core Elements to Include on a Professional Change Order Invoice

Core elements of a professional Finance Change Order Invoice ensure clarity for approvers, accurate accounting, and a defensible audit trail while minimizing payment disputes and processing delays.

Header

Include invoice ID, related contract number, payer and payee legal names, company addresses, and contact info. Consistent headers link the change order to billing systems and facilitate vendor reconciliation.

Change Details

Provide concise description of added or removed items, labor hours, rates, and reasons. Reference original line items by number to avoid ambiguity during review and approval.

Price Breakdown

Show unit prices, quantity, line totals, taxes, discounts, and the net adjustment. Display original, adjustment, and new balance so accounting systems can reconcile automatic postings.

Approvals

List required approvers, titles, and signature blocks. State authorization limits and attach evidence of delegation if approver acts outside their standard authority.

Effective Dates

Specify the effective date of the change, billing start date, and any retroactive application. Dates control invoicing cycles and determine applicable tax periods.

Attachments

Reference and attach supporting documents: purchase orders, signed change authorizations, timesheets, and revised schedules to substantiate the financial adjustment for auditors.

Essential Data Fields at a Glance

Payer Info: Legal name, address, contact

Payee Info: Legal entity, remit address, contact

Invoice IDs: Original and amended invoice numbers

Amounts: Line item and total adjustments

Signatures: Typed, drawn, or e-signed evidence

Attachments: Supporting docs and change authorizations

Short List of Key Risks and Consequences

Payment Delays: Late or withheld payments

Accounting Errors: Misposted balances

Tax Misreporting: Incorrect tax period

Contract Breach: Dispute over scope

Regulatory Exposure: Industry-specific penalties

Reputational Risk: Client relationship damage

Common Preparation Mistakes to Avoid

Failing to reference the original invoice or contract can create reconciliation problems and increase time to payment.
Using vague descriptions like "additional work" without line-item detail leads to conflicting interpretations and payment disputes.
Omitting approver titles or relying on informal email consent risks invalid authorization for contract amendments.
Formatting numbers inconsistently or omitting taxes causes accounting delays and may trigger tax reporting errors.

How to Configure an Online Change Order Workflow

Configure the online template to auto-calculate totals, require approver fields, and route completed change orders to accounting.

Field	Configuration
Auto-Calc Totals	Enable formulas for line totals and taxes
Conditional Approvals	Require approver based on adjustment size
Signer Authentication	Email or SMS code, KBA for high risk
Document Storage	Save PDF with audit trail and metadata

Where to Send and How the Document Moves

Typical routing shows how to submit and track a Finance Change Order Invoice through review, approval, and accounting systems for payment.

Create: Upload or edit original invoice; enter change details.
Route: Automatically notify approvers and accounting by email.
Approve: Approvers sign; system records timestamp and identity.
File: Final PDF stored in accounting and contract repository.

Technical and Security Considerations for eSubmission

For eSubmission, ensure platform supports PDF, DOCX, audit trails, and accepted eSign methods consistent with ESIGN and your contract.

File Formats: PDF, DOCX, XLSX supported
Integrations: ERP, CRM, cloud storage
Security: TLS 1.2/1.3; AES-256 at rest

Timing and Processing Expectations

Key timing considerations for issuing and processing change orders, including internal approvals and payment terms.

Issue After Approval:

Transmit the signed change order within five business days.

Payment Terms:

Maintain original payment terms unless updated to Net 30 or specified.

Accounting Cutoff:

Assign to appropriate accounting period based on effective date.

Dispute Window:

Allow a defined dispute period, typically 30 days.

Audit Retention:

Keep signed records per retention schedule for audits.

eSignature Pricing and Feature Snapshot for Change Orders

Comparative pricing and feature overview for common eSignature vendors when processing Finance Change Order Invoices.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Premium)	Varies by plan	Varies by plan	Yes	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Key Processing Milestones

Sequential milestones for processing a Finance Change Order Invoice from request to accounting reconciliation are shown below.

01

Request Submitted

Change request logged and reference assigned.

02

Internal Review

Project and finance review cost, scope, and impact.

03

Approval and Signature

Authorized signers execute amendment with dated signatures.

04

Accounting Reconciliation

Post adjusted amounts to ledgers and reconcile outstanding balances.

Frequently Asked Questions

Answers to common questions about validity, signatures, corrections, storage, and notarization for Finance Change Order Invoices.

Need help? Contact support

Can a change order be e-signed?
Yes. Electronic signatures are legally valid for most commercial change orders under the federal ESIGN Act (15 U.S.C. ch. 96, 2000) and state UETA laws, provided intent, consent, attribution, and record retention requirements are satisfied.
Is notarization required?
Usually no; change order invoices rarely require notarization. Exceptions occur if the amendment modifies a document that statutorily requires notarization (for example, certain real property instruments). Confirm contract language and state law before assuming no notary is needed.
What if signatures do not match?
Mismatched signer names or missing approvals can void the amendment or delay payment. Remedy by reissuing the change order, obtaining a signed addendum, or securing a confirming email with clear attribution; preserve the audit trail for dispute resolution.
How long must records be kept?
Retain financial change orders per applicable rules: at least three years for tax records (IRC §6501(a)); six years for HIPAA-governed health records (45 CFR §164.530(j)). Industry or state rules may require longer retention.
Can I use remote notarization?
Remote online notarization is permitted in most states, but requirements vary (identity proofing, audio-video recording, retention). If a notarized acknowledgment is required, verify the state notary rules and retain the notary record accordingly.
How do I fix errors after sending?
Issue a corrected change order invoice that identifies the correction, includes a new amendment number and date, and notifies the payer. Re-obtain approvals if the correction is material, and keep both versions with audit metadata.

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