Extra Work Authorizations, Explained
An EWA is a simple, signed agreement for additional work requested after the contract starts. It protects both parties by clarifying scope and price before crews proceed.
- Defines out-of-scope work and affected area
- Shows labor and materials or a lump-sum price
- Captures photos/notes as proof
- Includes on-site customer approval/signature
What to Capture in the Field (Must-Have Details)
Collect the same data every time so billing is bulletproof.
- Request details: who asked, when, and why
- Scope & location: concise description + photos
- Pricing: T&M rates and expected hours or lump-sum
- Approvals: name, role, signature, and contact
- References: job & cost code, related SOV/CO number
Automated Workflow: Field → Approval → Billing
Make EWAs part of your daily rhythm—no paper, no rekeying.
- Create EWA on the phone/tablet with photos & notes
- Present price/rates; capture customer e-signature
- Route for PM review; assign job/phase/cost code
- Convert to change order or T&M invoice instantly
Pricing Models: T&M vs. Lump-Sum
Choose the model that fits the situation and your client’s expectations.
- T&M: transparent; requires solid time and receipt backup
- Lump-sum: faster sign-off; relies on a clear scope statement
- Either way, define markups, taxes, and payment terms
Documentation Owners Expect
Good paperwork ends arguments before they start.
- Before/after photos with date and location
- Signed EWA form with scope and price
- Time logs and material tickets (for T&M)
- Reference to SOV line or CO number on the invoice
Common Pitfalls (and How to Avoid Them)
Most disputes come from verbal approvals and missing detail.
- Starting work without a signature → require e-sign on site
- Vague scope → use photos and exact location references
- Lost paperwork → capture everything in one mobile record
- No link to billing → tie EWA to SOV/CO or T&M invoice
How Werx Automates Extra Work Authorizations
The Werx Field App lets crews create EWAs on site with signatures, then turns them into billable work—no duplicate entry.
- Mobile EWA form with on-the-spot e-signatures
- Attach photos, notes, and itemized T&M lines
- Convert to change order or T&M invoice in one click
- Sync billing to QuickBooks Online for clean AR
FAQs About Extra Work Authorizations
Do I still need a formal change order if I have an EWA?
An EWA authorizes the extra work; many contractors convert signed EWAs into a formal change order for audit and billing clarity—especially on AIA projects.
How do I handle EWAs on T&M jobs?
Capture scope, rates, signatures, and backup (time and receipts). The signed EWA becomes the basis for the T&M invoice line items.
What if the client won’t sign in the field?
Send the EWA for e-signature before work begins. If urgent, note “proceed at risk” approvals and follow with a signature ASAP—then formalize as a CO.
TL;DR Recap
- Automate EWAs to document scope, price, and approval on site
- Use photos, rates/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
