Text record
Customer approved extra work by text: how to make the record clear.
A text approval can be useful when the customer is not ready to sign a formal document. The message still needs to be specific enough to show what was approved.
Direct answer
A customer text approval should reference the added work and cost in the same thread, then include a clear reply such as approved, yes, or go ahead before work continues.
01Workflow
Make the text thread usable later
- 1
Send the added scope and cost in one clear message.
- 2
Ask the customer to reply with approval.
- 3
Avoid vague replies like looks good unless the cost is visible above it.
- 4
Screenshot or export the text thread.
- 5
Attach it to the ticket, job photos, or invoice record.
02Practical notes
What matters in the field.
The cost needs to be in the same context.
A reply that says yes is stronger when the price and scope are visible in the message directly above it.
Screenshots are better than memory.
If you later need to prove the approval, a saved screenshot is easier to find than a vague note in your head.
Use a PDF when you need a cleaner handoff.
Texts are fast. A PDF is easier to send to the office, attach to an invoice, or store with project documents.
03Checklist
Text approval checklist
Scope visible
Cost visible
Customer reply visible
Timestamp visible
Saved with the job record
Example
Text approval example
Contractor: Added outlet relocation is $281 and outside the original quote.
Contractor: Reply approved before we continue.
Customer: Approved.
04FAQ
Common questions.
Is a text approval better than verbal approval?
Usually yes, because it creates a written record. Verbal approval can still be recorded in a ticket, but written approval is easier to verify.
Should I save the whole text thread?
Save enough context to show the added work, cost, customer reply, and timestamp.
See what the approval record looks like.
Open the sample PDF first, then download SiteTicket AI if this is close to how you handle added work, customer approval, and invoice backup.
Related guides
Change order with signature: what to capture before extra work starts.
When a contractor needs a signed change order, what to include, when to collect the signature, and how to keep a clean approval record.
Extra work approval text: wording to send before continuing.
Copy-ready wording contractors can send when a customer asks for extra work while the job is already underway.
Contractor change order template for small extra work.
A practical contractor change order template for extra work, added cost, customer approval, and invoice handoff.