Track revised contract value and approved changes in monday.com

By Kayabyte

Short answer: monday.com can show a revised contract value. Link your change request board to your project board with a board relation (Connect boards) column, mirror the approved amounts onto the project, and add a Formula column for original value plus changes. That works for simple cases. It has limits: a Formula column cannot sum a mirror column cleanly in every setup, and formulas cannot trigger automations. Nothing stops a change from being approved and never invoiced. For a running total that is written back for you, and an approved-not-invoiced list, you need manual routines or an app such as Change Requests & Change Orders.

Every approved change order moves the contract value. If nobody updates the number, the project looks on budget while the team does more than was sold, and some of the extra work is never billed. This guide shows how to roll approved changes into a revised value on monday.com, how to hand them to billing, and where each step stops. Menu names and plan limits change, so check your own account when a step looks different.

What monday.com gives you

Board relation (Connect boards) column: links each change request to a project item.
Mirror column: shows a column from the linked items, such as the amount, on the project item.
Numbers column: the original contract value, entered by hand.
Formula column: calculates a value from other columns on the same item.
Dashboards: widgets such as charts and number widgets, with sums over columns and filters.
Automations: rules that react to status changes and dates.

Step by step: a revised contract value

Add the original value. On the project board, add a Numbers column called Original value and fill it in.
Link the boards. On the change request board, add a board relation (Connect boards) column to the project board. Fill it for each request.
Mirror the amounts. On the project board, add a Mirror column from the change request board and pick Amount. Mirror Status too if you want to see it. Mirror columns show the linked items’ values, and can show a summary such as a sum, depending on the column type and what is available in your account.
Add a Formula column. Add a Formula column called Revised value. Try original plus the mirrored amount. Test it on a project with known numbers.
Only count approved changes. The mirror shows every linked request, including drafts and rejected ones. To count approved ones only, you can filter in a dashboard, or keep the mirrored amount for approved requests only by adding a second Numbers column on the change request board that is filled in only when the status is Approved (for example by an automation or by hand), and mirror that one.
Build a dashboard. Add a dashboard with both boards. Use a number widget for the sum of Amount filtered by status Approved, a chart by project and a table of pending requests. Check whether your dashboard widgets can group by the linked project.

Where it stops

Formulas and mirrors don’t always combine. A Formula column works on the columns of its own item. Using a mirror column inside a formula, especially to sum many linked items, may not behave as you expect, and mirrored values can arrive as text. Test it before you rely on it, and check your account.
Formulas can’t trigger automations. You can show “revised value is 25% over original” in a Formula column, but monday.com’s automations do not react to formula results. If you want a warning, use a Numbers column or a dashboard.
Pending versus approved needs discipline. Without an extra column or a filter, drafts and rejected requests leak into the total.
The total is only as current as the status. Someone has to set Approved, and nobody checks that the amount did not change afterwards.
No scope growth view. The percentage by which a project has grown since the original sale, and the count of changes by reason, takes extra widgets or exports to produce.
Multiple boards, multiple owners. Connected boards need the right permissions for whoever builds the dashboard, and a change in one board’s structure can break the other’s mirrors.

Handing approved changes to billing

An approved change order is a promise to bill, not a bill. The hand-off is where money gets lost.

Add an Invoiced status. On the change request board, add a label such as Invoiced next to Approved. Better still, keep a separate status or checkbox for billing, so Approved keeps its meaning.
Make a billing view. Filter the board for Approved and not Invoiced, grouped by project. This is the list billing works from each week.
Notify billing. Add an automation such as “when status changes to Approved, notify someone” with the billing owner in the People column.
Put the reference on the invoice. Billing copies the reference number and amount to the invoice, then sets Invoiced.
Do not treat Done as billing authorisation. If a project item or task is marked Done, that means the work is finished. It does not mean the work was approved or billed. Only an approved change order that is not yet invoiced is authority to bill extra work. Keep those two facts in different columns.
Check the gap monthly. Total of approved changes minus total of invoiced changes is what you have earned and not billed.

Habits

Record the original contract value once and never overwrite it. The revised value is a separate number.
Count only approved changes in the revised value, and show pending ones next to it, not inside it.
Use one currency per register, or separate boards per currency.
Reconcile approved against invoiced on a fixed day each month.
Close the loop on work done without an order: either approve it after the fact, with the client, or write it off, and log which.

Change Requests & Change Orders

Change Requests & Change Orders is the app we make for the parts above that stop.

On each project item, you pick an Original contract value column, and the app writes Approved changes total, Pending changes total and Revised contract value. It recalculates on every decision and hourly, and only writes when values differ. Write-back to the project is on the Pro plan.
The board view shows totals for pending, approved, invoiced and approved but not invoiced, and a per-project summary: original, approved, pending, revised and percent growth. Filter by status, project, reason or date range, and export to CSV.
Mark invoiced sets the Invoiced status, for one request or in bulk, so approved changes are not billed twice or forgotten.
A weekly digest of pending approvals and approved-not-invoiced requests goes to watchers on the Pro plan and above.
Sidekick, monday’s AI assistant, can ask the app for open change requests, approved but not invoiced requests, and scope growth for a project. These are read-only and use monday AI credits.
Amounts are in your account currency. The app does not sync with invoicing systems and has no multi-currency per project.

There is a Free plan with a small number of requests sent per month. See the Change Requests & Change Orders page for current plans.

FAQ

How do I calculate a revised contract value in monday.com? Keep the original value in a Numbers column, link change requests with a board relation (Connect boards) column, mirror the approved amounts and add them with a Formula column. Test it on one project first, because mirror columns and formulas have limits.

Can a monday.com Formula column sum a mirror column? Not reliably in every setup, as far as we could tell. Mirrored values may be treated as text, and a formula only sees its own item. Check your account, and use a dashboard sum or a Numbers column if the formula fails.

Can a formula trigger an automation, for example when a project grows past 20 percent? No. monday.com automations do not react to formula results. Use a Numbers column that you update, or a dashboard.

How do I find billable changes that have not been invoiced? Give each change request an Invoiced status or checkbox, and filter for Approved and not Invoiced. That list is what billing works from.

Does Done mean the extra work can be billed? No. Done means the work is finished. Billing needs an approved change order that has not yet been invoiced.

monday.com is a trademark of monday.com Ltd. Kayabyte is an independent developer and is not affiliated with or endorsed by monday.com.