--- title: "Manage Scope Changes & Project Documents" slug: "manage-scope-changes-project-documents" updated: 2026-05-11T19:12:16Z published: 2026-05-11T19:12:16Z --- > ## Documentation Index > Fetch the complete documentation index at: https://help.servicetitan.com/llms.txt > Use this file to discover all available pages before exploring further. # Manage Scope Changes & Project Documents
SERVICETITAN · PROJECT MANAGEMENT
Manage Scope Changes & Project Documents

Control scope creep and keep your projects on track. Create RFIs, manage change orders, track submittals, and keep every stakeholder aligned.

Jump to:
Track Questions & Document Approvals
Create a request for information (RFI)

⚠︎ Submit RFIs early. Unanswered questions can stall work and lead to costly change orders later.

a. Open the project and go to the RFIs section in the side panel. Click Create Task.

b. Enter the RFI subject and question. Set the Due Date and Priority (High, Medium, or Low).

c. Select the Schedule Impact and Cost Impact (Yes, No, or Maybe). These fields are critical for triaging RFIs and identifying which ones may drive change orders.

d. Attach supporting documents or photos if needed. Click Add RFI. The RFI is created in Draft status.

e. Use the Email tab on the RFI to send it to the responsible party (general contractor, architect, or engineer). Update the status to Sent after sending.

⚠︎ RFIs and Change Orders only appear on a project if the Project Type's settings have them enabled. If the tabs are missing, check Settings > Operations > Project Types.

Create a submittal

a. Open the project and go to the Submittals section in the side panel. Click Create Task.

b. Enter the submittal title and description. Select the submittal type — such as product data, shop drawings, or samples.

c. Upload the required documents or files. Set a due date for approval.

d. Click Save. The submittal is created in Draft status. Track the status as it progresses through Submitted, Response Received, and Closed.

e. Use the Email tab to send the submittal to external stakeholders (e.g., GC or engineer). Use the Chat tab for internal collaboration between project and purchasing teams.

⚠︎ Enforce a policy where Purchase Orders for major equipment are only issued after the associated Submittal is marked as having a response received or closed. Ordering before submittal approval risks purchasing the wrong unit.

Create an RFI from the field app

a. When a foreman encounters a discrepancy on site (e.g., pipe blocking ductwork), open the project in the ServiceTitan Field Mobile App and go to the RFIs section.

b. Tap Add. Enter the subject, question, due date, priority, and schedule/cost impact. Attach photos documenting the issue.

c. Tap Save. The RFI is sent to the office for review immediately.

Manage Change Orders
Create a change order request (COR)

⚠︎ Always create change order requests before starting additional work. Unapproved scope changes put your revenue at risk. Work performed before the CO is approved is "At-Risk Work" — labor booked to a pending CO cost code is flagged in the Job Costing report.

a. Open the project and go to the Change Orders section in the side panel. Click Create Task.

b. Enter the subject, description, and scope of work. Set the due date and priority.

c. Click Add COR. The Change Order Request is created in Draft status and does not affect the project budget until approved.

Create a change order request from an RFI

a. Open the RFI whose response confirms a scope change. Click More > Create Change Order.

b. The system creates a linked COR with the RFI reference preserved. This provides a clear audit trail showing why the scope change was requested and what information drove the decision.

c. Complete the COR details (scope, costs, priority) and save. The linked RFI is visible on the COR record.

Send a change order request for approval

a. Open the COR in Draft status. Review all details for accuracy.

b. Use the Email tab to send the COR to the customer or general contractor. Add any message or notes.

c. The recipient receives an email with the COR details and can respond. Update the status to Sent, then Responded, then Approved or Rejected as the workflow progresses.

d. Once approved, the change order automatically updates the Total Budget and Contract Value to reflect the new scope.

See how change orders affect your project budget

a. Open the project and go to the Change Orders section. Click the Budget Changes tab to see all project estimates marked as change orders.

b. Review the breakdown of each approved change order and its impact on the total project value — original contract amount, approved change orders, and revised contract total.

c. Compare the revised budget against actual costs and invoiced amounts to track project profitability in real time.

Manage project documents

a. Open the project and go to the Documents section. Click Upload File to add project files — contracts, plans, specifications, permits, or any other project documentation.

b. Organize files into folders for easy retrieval. All uploaded documents are accessible to authorized team members from the project record.

c. Use the Documents section as the single source of truth for project paperwork, eliminating the need for external file shares or email attachments.

Troubleshoot Change Order Issues
Troubleshoot: Change order not syncing to accounting

a. Confirm the change order has been Approved and the associated project invoice has been posted. Draft or pending CORs do not affect financials.

b. Go to Accounting > Batch/Export Transactions and check for export errors. Common issues include mismatched GL account mappings or connectivity timeouts.

c. Verify the change order estimate has costs populated in the pricebook. Without cost data, the CO updates the Contract Value but not the Estimated Project Cost.

d. If the error persists, check your accounting integration status at Settings > Integrations > Accounting.

Measure the impact
Scope Control
Change order volume & value
Track total change orders and their dollar impact per project. A high volume may signal unclear original scopes.
Reports > All Reports > search "Change Order" ↗
Approval Speed
Average change order approval time
Measure days from submission to approval. Slow approvals delay work and increase carrying costs.
Reports > All Reports > search "Change Order" ↗
Documentation
Open RFIs & submittals
Monitor unresolved RFIs and pending submittals. Open items block progress and create schedule risk.
Reports > All Reports > search "RFI" or "Submittal" ↗
Budget Accuracy
Revised vs. original contract value
Compare the original contract amount to the revised total after change orders. Large variances need root-cause analysis.
Open a project > Financials > Budget vs Actual section ↗