Keep a record of the agreed starting point
Save the agreed scope and budget before the next round of selections. Give the version a clear date and keep the supporting specification or quote with the project. Later, you can explain a difference against something both sides recognise.
The original budget is a comparison point, not a reason to prevent changes. Keep it available while the current plan develops. Replacing old amounts without a record makes it harder to distinguish a client change from a corrected estimate.
Compare the complete alternative
When a material changes, compare the cost of the finished result. A stone option may affect fabrication, edge details, delivery and installation as well as the material itself. Check whether an existing order can still be changed and whether a cancellation or return has a cost.
Review the dates at the same time. An alternative can fit the spending limit and still delay installation. Show the likely budget and schedule effects before asking the client to choose; identify any amounts or lead times that still need confirmation.
- What changes in the specification and quantity?
- Which existing items or orders does it replace?
- What is the net effect on the budget, including associated work?
- Which dates or other decisions are affected?
Record a decision that can be followed later
Use one change record with a clear description, the previous and proposed scope, the budget effect and the status of the decision. Keep the date and the evidence of agreement required by your contract. An internal status in an app should not be mistaken for the client's signature.
If the proposal is declined, keep the current plan unchanged. If it is agreed, update the affected budget items, orders and dates deliberately. Preserve the previous record so the same replacement is not accidentally added as extra work on top of the original item.
Carry the change into the next client update
The next report should explain the agreed change and its effect on the expected total. Keep pending alternatives separate from confirmed work. As costs and payments arrive, record them against the relevant items; a payment against an existing bill must not add the cost again.
Formendi keeps project changes alongside the budget, orders and recorded costs. Use a change record to make the decision traceable, then review the client report before sharing it. This keeps the discussion focused on the design and its consequences rather than on reconstructing old figures.