How to Automate Extra Work Authorizations

An Extra Work Authorization (EWA) documents out-of-scope work on the spot. It records the scope, time, materials, price, and customer approval. Automating EWAs with mobile capture and e-signatures turns verbal okays into signed records. From there you convert to a change order or T&M invoice with no delay.

What is an Extra Work Authorization?

An EWA is a simple, signed agreement for work added after the contract starts. It protects both sides by setting scope and price before crews proceed. No signature means no billable record.

• Defines the out-of-scope work and the affected area
• Shows labor and materials, or a lump-sum price
• Captures photos and notes as proof
• Includes on-site customer approval and signature

What must you capture in the field?

Collect the same data every time so billing holds up. A complete record is what gets you paid.

• Request details: who asked, when, and why
• Scope and location: a short description with photos
• Pricing: T&M rates and expected hours, or a lump sum
• Approvals: name, role, signature, and contact
• References: job and cost code, plus the related SOV or CO number

What does an automated workflow look like?

Make EWAs part of your daily rhythm. No paper and no rekeying.

• Create the EWA on a phone or tablet with photos and notes
• Present the price or rates and capture the customer e-signature
• Route for PM review and assign job, phase, and cost code
• Convert to a change order or T&M invoice right away

Should you price an EWA as T&M or lump sum?

Pick the model that fits the situation and the client. Each has a trade-off.

• T&M: transparent, but it needs solid time and receipt backup
• Lump sum: faster sign-off, but it relies on a clear scope statement
• Either way, define markups, taxes, and payment terms

What documentation do owners expect?

Good paperwork ends arguments before they start. Keep it all in one record.

• Before and after photos with date and location
• A signed EWA form with scope and price
• Time logs and material tickets for T&M billing
• A reference to the SOV line or CO number on the invoice

What are common pitfalls (and how to avoid them)?

Most disputes come from verbal okays and missing detail. Both are easy to prevent.

• Starting work without a signature, so require e-sign on site
• Vague scope, so use photos and exact location references
• Lost paperwork, so capture everything in one mobile record
• No link to billing, so tie the EWA to a CO or T&M invoice

When should you use an EWA vs. a change order?

Use an EWA in the field when work cannot wait for paperwork. It captures urgency, scope, and a signature on the spot. Then convert it to a formal change order for the record, especially on AIA jobs.

For small T&M add-ons, a signed EWA may be enough on its own. For larger scope or contract changes, formalize the CO. When in doubt, get the signature first.

• The client needs work to start now
• Scope changes after the contract is signed
• You bill the extra as T&M or a CO
• An AIA job needs a formal paper trail

How does Werx automate Extra Work Authorizations?

Contractor software like Werx lets crews create EWAs on site with signatures. The Werx Field App turns them into billable work with no duplicate entry.

• Mobile EWA form with on-the-spot e-signatures
• Photos, notes, and itemized T&M lines attached
• Convert to a change order or T&M invoice in one step
• Sync billing to QuickBooks Online for clean AR

Key takeaways

• Automate EWAs to capture scope, price, and approval on site
• Use photos, rates or lump sum, and signatures to prevent disputes
• Convert EWAs to change orders or T&M invoices fast
• Werx unifies field capture, billing, and QuickBooks sync