Change order script · Third-party change
Client adds another integration
The project integrates with Salesforce. Now the client's finance team wants NetSuite connected too. This script handles a scope expansion that crosses departments.
Hannah Weiss10:42 AM
Finance heard about the Salesforce sync and asked if we can push closed deals into NetSuite as well. Same data basically.
Possible scope change, visible to your team only
Cites SOW Appendix A, Integration mapping table. Estimated 44 hours. Change order draft ready for PM review.
The situation
"Same data basically" is rarely true across systems. NetSuite has different objects, subsidiaries, currencies and validation rules. A second integration also introduces a second stakeholder group with its own priorities. The SOW's mapping table lists one target system. This is a genuine expansion and also an opportunity: finance teams often have budget and urgency.
Why this script works
The script brings finance into the conversation directly, proposes a short discovery to avoid guessing, and positions the integration as a follow-on phase. It frames the agency as a partner who can help a second department.
- Scenario
- Third-party change
- Clause to cite
- SOW Appendix A, Integration mapping table
- Typical effort
- 44 hours
- Typical change order
- $7,260 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], great that finance wants in, that's a sign the sync is working! NetSuite has different objects and rules from Salesforce, so it's a new integration rather than the same data. Our mapping table (SOW Appendix A) covers Salesforce only. Could we do a 30-minute discovery call with finance? Then I'll send a change order with a clear estimate.
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 |
|---|---|---|
| “It's not the same data.” | “NetSuite structures this differently, so it's a new mapping.” | Explains without correcting the person. |
| “We'll just add another endpoint.” | “Let's do a short discovery to estimate properly.” | Guessed estimates become disputes. |
| “That's a whole new project.” | “We'd treat it as a follow-on phase.” | Phases sound planned, not punitive. |
SOW clause to cite
SOW Appendix A, Integration mapping table
Agency will sync the objects and fields listed in this mapping table between the client platform and Salesforce Sales Cloud. New systems, objects, fields or sync directions 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-KBT-SYNC-07
Client adds another integration
| Line item | Hours | Amount |
|---|---|---|
| Finance discovery and NetSuite object mappingIntegration architect | 4 | $660 |
| NetSuite connector and sales order syncSenior engineer | 20 | $3,300 |
| Subsidiary and currency handlingSenior engineer | 8 | $1,320 |
| Reconciliation report and testingQA engineer | 8 | $1,320 |
| Project managementProject manager | 4 | $660 |
| Total | 44 | $7,260 |
Priced at a $165 blended hourly rate. Cites SOW Appendix A, Integration mapping table.
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 Appendix A, Integration mapping table.
- 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 44 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.
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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.