Core feature · Client change approval
Change Request Approval
ScopeDue helps freelancers turn extra client work into a priced approval link before the work continues. Instead of relying on a vague email, call, text, or chat message, you can document what changed, what it costs, how it affects the timeline, whether payment is required before work, and what the client approved.
Last reviewed: May 26, 2026 · Built for U.S. freelancers, solo studios, and small service providers
Use Change Request Approval when a client asks for extra work that was not part of the original scope. Create a clear record, send one client-friendly link, and wait for approval before treating the change as ready to start. If payment is required before work, approval alone is not enough; the payment ledger should show freelancer-confirmed receipt first.
What the feature does
A calm way to say yes, price it, and get approval
Client changes often sound small at first: “Can you add one more page?”, “Can we try another version?”, “Can you include the source files?”, or “Can you adjust the campaign assets again?” The hard part is not only doing the work. The hard part is making sure the client understands it is a new billable request before you start.
ScopeDue turns that moment into a freelance change request: a structured record with scope, price, timeline impact, approval status, payment condition, and proof history. It is intentionally lighter than a CRM and more specific than a generic task manager.
- Define the change. Describe what the client asked for and why it is outside the currently approved scope.
- Add price and timeline impact. Make the tradeoff visible before work starts.
- Send a client approval link. The client can approve, decline, or ask a question from one focused page.
- Track payment status. If payment is required before work, the item stays approved but unpaid until payment is confirmed.
- Save the proof trail. Approval, payment events, and handoff decisions can flow into a Proof Pack record.
Client-facing approval
What the client sees on the approval link
The approval link should make the decision simple. The client should not need to understand your whole project system. They should only need to review what changed, see the cost and timeline impact, and choose the next action.
The requested change
The client sees the request title, description, and how it differs from the original scope record. This reduces “I thought that was included” confusion later.
Price and timeline impact
The approval page shows the added cost, currency, expected turnaround, and whether the change affects the project schedule.
Approve, decline, or question
The client can approve the change, decline it, or ask a question before approval. That response becomes part of the approval trail.
Pain → ScopeDue workflow → What gets recorded
The paid change request workflow
Pain
A client asks for extra work in a casual message. You want to be helpful, but starting immediately can turn a small request into unpaid scope creep.
ScopeDue workflow
- Create the priced change request.
- Send the client approval link.
- Get approval, decline, or questions.
- Track payment if required before work.
- Save the approval and payment history.
What gets recorded
Scope, price, timeline impact, approval decision, payment status, payment proof, freelancer confirmation, handoff status, and the Proof Pack timeline.
Freelancer scenario
Example: a client asks for an extra website page
Imagine the original project included a five-page website. After seeing the first draft, the client asks for a booking page with a form, confirmation copy, and mobile layout adjustments. That is not just a tiny task; it changes scope, timing, and payment expectations.
“Can you add a booking page before launch?”
The record includes title, description, $350 price, two-day timeline impact, and payment required before work.
The approval event is saved with the change details that were visible at approval time.
The client can mark paid and upload proof. The freelancer confirms received before the change becomes ready to start.
The request, approval, payment events, and final status can become part of the project Proof Pack.
Approved does not always mean ready
How approval connects to payment status
For billable changes, ScopeDue separates client approval from payment confirmation. That distinction matters because a client may approve the work but not pay yet, or may say they paid before the freelancer sees the funds.
| Status | What it means | Recommended action |
|---|---|---|
| Sent | The approval link has been shared, but the client has not responded yet. | Wait for approval, decline, or a question before starting extra work. |
| Approved | The client agreed to the scope, price, and timeline impact. | If no payment is required first, the change can move toward work. If payment is required, request payment. |
| Approved but unpaid | The client approved the change, but payment is still required before work starts. | Use the payment ledger to track requested, client marked paid, proof uploaded, and freelancer confirmed received. |
| Paid pending confirmation | The client marked paid or uploaded proof, but the freelancer has not confirmed receipt. | Check your account or payment method, then confirm received, partial, disputed, or still pending. |
| Ready to start | Approval is complete and any required payment has been confirmed by the freelancer. | Start the change with a clear business record in place. |
Important: A client can mark payment as sent and upload proof, but the freelancer confirms whether payment was actually received. That keeps the final paid status from being self-confirmed by the client.
Good fit
Use Change Request Approval for these client moments
Extra pages, assets, or features
Web designers, developers, and marketing freelancers can turn additional deliverables into a written approval before adding them to the project.
Extra revision rounds
Designers and video editors can create an extra revision approval when the client has used the included rounds.
Rush changes
If the client needs faster delivery, the approval link can show the rush fee and schedule impact in one place.
Payment required before work
For larger changes, the record can say that work starts only after payment is confirmed on the freelancer’s side.
Source file release requests
If editable files were not included, use a separate source file release template or approval link.
Final handoff decisions
When deliverables are ready but payment is not confirmed, connect the approval record to handoff lock rules.
Practical checklist
Before you send a change request approval link
Use this checklist to make the approval clear enough that both sides understand the request before work continues.
- Name the exact change the client asked for.
- Connect the change to the original scope record so it is clear why this is extra work.
- Add the price, currency, and whether tax or external costs are handled elsewhere.
- State the timeline impact in plain language.
- Choose whether payment is required before work starts.
- Explain what happens after approval.
- Do not release final/source files until the required payment condition is met.
- Save the approval and payment events in the Proof Pack timeline.
Copyable message
Message to send with the approval link
Keep the message firm, friendly, and procedural. You are not accusing the client of scope creep. You are turning a new request into a professional record.
Subject: Approval needed: additional work for [Project Name]
Hi [Client Name],
I can help with this additional request. Since it is outside the currently approved scope, I created a change request with the details, price, and timeline impact.
Please review it here: [Approval Link]
Once it is approved, and once any required payment is confirmed, I’ll know we’re aligned before I begin.
Thanks,
[Your Name]
Common mistakes
What this feature helps you avoid
Starting from a vague chat yes
A quick “sure” can become a hard-to-price task later. A priced change request gives the client a clear approval moment.
Hiding the timeline impact
If a change adds two days, say it before the client approves. The timeline impact is part of the business record.
Treating “I paid” as final confirmation
Use payment status history so the client can mark paid, but you confirm receipt.
Releasing work too early
If payment is required before work or handoff, keep the handoff condition visible instead of handling it from memory.
Create a clear record before the work continues
The next time a client asks for “one quick change,” send a priced approval link instead of starting from a scattered message. Show the change, price, timeline impact, payment requirement, and approval options in one client-friendly place.
Related workflows
Build the full approval, payment, and proof trail
FAQ
Questions about change request approval
What is change request approval in ScopeDue?
It is the workflow for turning extra client work into a priced approval record. You define the change, add the cost and timeline impact, send a client approval link, and save the approval and payment status history.
Should I use this for every tiny client comment?
No. Use it when the request changes scope, timeline, deliverables, payment, revision count, source files, or final handoff conditions. Small clarifications inside the approved scope may not need a separate approval link.
Can the client confirm final payment status?
No. The client can mark payment as sent and upload proof. The freelancer confirms whether payment was received, which keeps the final payment status under freelancer control.
Is ScopeDue a legal contract or accounting system?
No. ScopeDue helps freelancers create a clear business record of approvals, payments, and handoff events. It is not a substitute for legal, tax, or accounting advice, and it does not guarantee payment.
Product limits: ScopeDue helps freelancers create a clear business record of approvals, payment events, and handoff decisions. It does not guarantee payment, replace a contract, replace accounting software, or provide legal, tax, or accounting advice. For professional advice, contact a qualified professional. See the legal disclaimer for product boundaries.