Change order script · Extra revision
Client wants extra report variants
The dashboard scope had five reports. Now each region wants its own version with different filters. Here is how to scope variants without sounding difficult.
Omar Siddiqui10:42 AM
The sales dashboard is great! Each of our 4 regions wants their own version with their KPIs. Can you duplicate it for them?
Possible scope change, visible to your team only
Cites SOW Schedule B, Dashboards. Estimated 26 hours. Change order draft ready for PM review.
The situation
Duplicating a dashboard sounds like copy and paste, but regional variants usually need different metrics, different filters, row-level security and separate testing. The SOW listed five dashboards. Four regional variants nearly doubles the dashboard work. There may also be a smarter design: one dashboard with a region filter and a metric toggle.
Why this script works
The script celebrates the adoption, then proposes the cheaper design first. Offering the efficient solution before the expensive one shows the agency cares about the client's budget.
- Scenario
- Extra revision
- Clause to cite
- SOW Schedule B, Dashboards
- Typical effort
- 26 hours
- Typical change order
- $4,290 at $165/hr
- Reply within
- Same business day
The script
Three versions: the quick reply, the email and the nudge.
Start in the channel where the request arrived, then follow with the email and change order. Copy any version and replace the bracketed placeholders.
Youdraft, reply in thread
Hi [Name], so glad the regions are using it! Before duplicating, one idea: a single dashboard with a region filter and row-level security could serve all four, and it's easier to maintain. Our SOW covers five dashboards (Schedule B), so either approach is new work. I'll send a quick estimate for both so you can compare.
Replace every [bracketed] placeholder before sending. Your PM approves every message, TWINJAM never contacts clients on its own.
What not to say
Small wording changes decide whether the client hears help or a bill.
| Avoid | Say instead | Why |
|---|---|---|
| “That's four new dashboards.” | “Here is an approach that serves all four with one.” | Leads with a solution that saves money. |
| “Duplicating isn't as simple as it sounds.” | “Each version needs its own filters and access rules.” | Explains effort without sounding dismissive. |
| “We'll knock out copies.” | “Let's pick the approach that's easiest to maintain.” | Copies become four maintenance burdens. |
SOW clause to cite
SOW Schedule B, Dashboards
Agency will deliver the five dashboards listed in this schedule, each with up to 8 charts and two revision rounds. Additional dashboards, variants or charts are handled under the Change Control clause.
No clause like this in your SOW? Use one of the SOW templates for your next engagement, and have your counsel review final contract language.
CO-LAC-BI-07
Client wants extra report variants
| Line item | Hours | Amount |
|---|---|---|
| Regional KPI requirements sessionAnalytics lead | 2 | $330 |
| Region filter, KPI toggle and row-level securityBI developer | 12 | $1,980 |
| Additional models for region-specific metricsAnalytics engineer | 8 | $1,320 |
| Validation against regional source dataAnalytics engineer | 4 | $660 |
| Total | 26 | $4,290 |
Priced at a $165 blended hourly rate. Cites SOW Schedule B, Dashboards.
Step by step
From the client’s message to a signed change order.
The script is one step. The process around it is what keeps scope conversations short and friendly.
- 1
Check the request against your signed SOW. For this scenario the clause to cite is usually SOW Schedule B, Dashboards.
- 2
Reply the same day in the channel where the request arrived, using the Slack version. Agree with the goal before you mention scope.
- 3
Estimate the work as line items with hours. This scenario typically lands around 26 hours.
- 4
Send the email version with the change order attached and two or three options, including a lighter or free path where one exists.
- 5
Set a decision date tied to the schedule. If there is no reply in three business days, send the follow-up.
- 6
Record the approval or the decision to defer, so the SOW baseline stays accurate for the next request.
Related scripts
- Extra revisionClient requests a fourth design revisionThe SOW includes two revision rounds. The client is asking for round four. This script keeps the relationship warm while making the next round a paid, scoped decision.
- Extra revisionRetainer deliverable cap is exceededThe retainer includes 24 ad variants a month. It is the 20th and the client wants 15 more for a flash sale. This script offers a trade or an add-on without friction.
- New featureClient asks for a new payment gatewayThe checkout was scoped for Stripe. Now the client wants PayPal and Klarna too. Here is how to say yes to the idea and yes to the budget in the same message.
- Content lateClient misses the content delivery deadlineFinal copy and images were due two weeks ago. The launch date has not moved. This script resets the timeline kindly and makes the cost of compression visible.
Agency Change Order Scriptbook
12 polite Slack and email templates to ask for more budget without friction.
The scriptbook collects the twelve conversations agency PMs dread most, from the fourth design round to the after-launch feature, with the SOW clause to cite and a change order form for each.
Spot the request before the work starts.
TWINJAM flags out-of-scope requests in Slack, Teams and Jira, cites the SOW clause and drafts a change order like this one for your PM to approve.