How To Prevent Scope Creep From Haunting Your Project

Is it a small ask or the birth of Frankenstein’s monster?

Victor Frankenstein lost control because he didn’t set boundaries or think about the outcome of his big plans. Similarly, in your home services business, if you don’t set boundaries and expectations with clients from the start, you can have a monstrous project on your hands. 

That’s why it’s important to send prospective clients a contract (or a binding quotation) and a Scope of Work (SOW) document before starting any project. Both documents explain what tasks you’ll do and how the project should go so there’s no confusion with your client. 

However, clients don’t always stick to the SOW. They may make additional requests, often without mentioning the extra payment, extra time on the job, and extra materials you’ll need. It can be tempting to go along with these “small” asks, especially if you’re just starting out, you really need the job, or you don’t want to lose their business.

But where do you draw the line? These small requests can quickly consume your time and resources, and it’s not a sustainable way to do business.

So, the general rule of thumb is to treat any additional tasks as a change in scope, which typically calls for a change order with extra costs and an extended timeline. That said, there are some exceptions to this. There are times when you should allow these extra requests without a written change order. 

3 reasons to do additional tasks without a change order

1. You made a mistake: If you overlooked something or made an error, it’s only fair to correct it at no extra cost. This shows accountability and builds trust with the client.
2. It’s a minor modification within the original scope: If the request is minor, doesn’t require additional resources, or won’t significantly extend the timeline, it can be worth completing the additional task to gain goodwill with the client.
3. They make the request early, and it doesn’t change your workflow: It’s easiest to manage if a client makes a simple request early on that doesn’t affect your schedule or budget. Your flexibility can strengthen your relationship with the client without impacting the project timeline.

Outside of these situations, address any new tasks as a change order that will require extra resources and time. This helps prevent the project from expanding into a Frankenstein of unpaid work.

2. Concoct the witch’s brew—prepare the change order

Once the client is on board with the changes, it’s time to prepare your magic brew—a change order—to keep scope creep at bay. This order explains the exact additions to the project, spells out the extra costs, and updates the timeline required for these new tasks. It also requests the client’s signature to agree to the order. If the client hesitates or has concerns, reassure them it’s a standard practice to keep the project on track.

Contractor software (like Jobber) can easily update your original quote to reflect the changes. Then, you can request your client’s signature on the adjusted quote. 

3. Cast the binding spell—execute the change order

So, the client has signed the change order. The next step is to move forward with the updated work. First, talk to your team about the changes and plan how you’ll implement them. Check what additional help and materials you’ll need, and make sure everything aligns with the new budget. You don’t want to run at a loss here.

Also, check in with the client regularly and inform them of progress. If another task comes up again, repeat the entire process. Communicate with the client, prepare a change order, and execute the updated work. But be careful. Don’t accept too many extra tasks, as it can prolong the project and frustrate both you and the client. 

A sweet spot for change orders is to stick to one or two. Forty percent of construction projects only allow one change order per project, and 20% allow two change orders. Any more than that, and it becomes complicated. You’re better off treating them as separate projects with their own work orders to prevent the current project from becoming too complicated.

4. Claim your due—invoice the client

Claim your hard-earned payment once you wrap up the project. If you’ve already received a deposit or partial payment, invoice for the remaining balance, including any changes for approved change orders. 

When creating the invoice, list each component, such as the original scope items and any additional work covered by change orders. Reiterate any of your payment terms, such as timelines, late fees, or payment methods. Our free invoice generator allows you to create a detailed invoice.  

5. Fortify your defense against future monsters—learn from the past

After tackling a few Frankensteins using this process, reflect on what went smoothly and where scope creep started. You’ll start to see patterns that can inform you where to adjust your contracts, SOW documents, and workflows for future projects. 

For instance, you can add an estimate disclaimer clause in your original contract saying that any extra work will cost more (you can include an hourly rate if you want). Being clear about this upfront helps set expectations and makes it easier to manage requests for extra tasks later.

Or you can implement a good, better, best pricing model where you offer three levels of service for additional work:

• Good: The basic, budget-friendly solution that addresses the immediate need.
• Better: A mid-tier option that offers additional services beyond the essentials.
• Best: The premium option, often the highest priced, provides the most value with high-end materials or more comprehensive services.

This pricing approach clearly shows clients the costs for different levels of work so they can stay within budget. Jobber Copilot comes in handy to help you sharpen your defenses. It can analyze your data, extract insights, spot trends, and provide advice just like a business coach would. This helps build a professional and efficient business that clients love.

Scope creep doesn’t have to be a horror show

Extra requests or surprises from clients aren’t always a nightmare. When handled properly, it can be a chance to make more money and build better relationships with clients, as many other contractors can attest.

To keep expanding projects in check, communicate openly with your client, document each change, and provide an adjusted budget and timeline. Managing these steps may involve some back and forth, but general contractor management software like Jobber makes it easier. It lets you easily communicate with clients, send invoices, and update costs for approval when changes arise. So you can keep scope creep under control and turn each trick into a treat for your business.