"Can you just add this small thing while you're there?"
Those words have cost subcontractors millions. I've seen plumbers lose their entire profit margin on a job because they kept saying yes to "small additions" that added up to 30% more work — all unpaid.
Scope creep is the gradual expansion of work beyond your original contract. It's death by a thousand paper cuts. And if you don't learn to manage it, it will eventually kill your business.
Let me show you how to protect yourself.
Understanding Why Scope Creep Happens
Scope creep rarely comes from malice. Usually it happens because:
Incomplete Plans
The architect missed details. The engineer didn't coordinate. Now you're on site and there are gaps that need to be filled.
Field Conditions
What's in the field doesn't match the drawings. You need to adapt, and adapting takes extra work.
Owner Changes
The owner decides they want something different. The GC asks you to accommodate without formally changing your scope.
Assumptions
The GC assumed you were including something. You assumed they knew it was extra. Nobody put it in writing.
Helpfulness
You want to be a good partner. You want to keep the GC happy. So you do "favors" that eat into your margin.
All of these reasons feel valid in the moment. None of them pay your bills.
The Real Cost of Scope Creep
Let me show you the math on a $100,000 contract.
Your bid assumed:
Scope creep adds:
Your profit margin just went from 10% to 2% because you didn't charge for the extras.
Now imagine this happening on every job. That's how businesses fail.
Recognizing Scope Creep as It Happens
The first step in managing scope creep is recognizing when it's occurring. Watch for these triggers:
Verbal Requests
"Can you just..." or "While you're at it..." These casual requests often hide significant work.
RFI Responses That Add Scope
When an RFI response describes work beyond your original scope, that's additional work that needs to be priced.
Changed Conditions
If field conditions are different from what the drawings showed, any additional work to address those conditions is extra.
Coordination Requests
When you're asked to coordinate with other trades in ways your bid didn't contemplate, that takes time and resources.
Quality Upgrades
If someone requests higher quality materials or methods than spec'd, that's a scope change.
The Documentation Protocol
Here's the system I recommend for every scope creep situation:
Step 1: Stop and Identify
Before doing any extra work, stop and clearly identify what's being requested. Get specific. What exactly are they asking for?
Step 2: Compare to Contract
Pull out your contract scope. Compare the request to what you agreed to provide. Is it included or extra?
Step 3: Respond in Writing
Even if the request came verbally, respond in writing. Something like: "Per our discussion today, you're requesting [specific description]. This work is outside our contracted scope."
Step 4: Price It
Provide a price for the additional work. Include labor, materials, equipment, overhead, and profit. Be thorough.
Step 5: Get Written Authorization
Don't start extra work until you have written authorization to proceed at your quoted price. An email confirmation is usually sufficient.
Step 6: Track Separately
Track the extra work separately in your records. Different cost codes, different documentation. This makes billing and defense easier later.
The Right Way to Say No
You don't have to be confrontational to protect your scope. Here's language that's firm but professional:
"Happy to help with that — it's outside our original scope, so let me get you a price."
"That's actually in [other contractor's] scope based on the contract. Let me flag it for the GC."
"I can definitely do that work. Just need an approved change order before we proceed."
"We bid based on what's shown in the drawings. The field conditions are different, so this is extra work we'll need to price."
Notice none of these are combative. You're simply being clear about what's included and what's extra.
When to Say Yes for Free
Here's where I'll be pragmatic. Sometimes it makes business sense to absorb minor scope additions:
Truly Minor Items
Five minutes of work that costs you $20 is probably not worth the paperwork of a change order.
Building Relationships
On a new relationship with a GC you want more work from, occasional goodwill gestures can pay dividends.
Clear Misunderstandings
If there's genuine ambiguity in the contract and you could see how the GC read it differently, splitting the difference might be fair.
But here's the key: make these conscious decisions, not accidental ones. Know what you're giving away and why.
Handling Pushback
When you ask to be paid for extra work, you'll sometimes get pushback:
"It's in your scope"
Ask them to show you where in the contract. If they can't point to specific language, hold your position.
"Every other sub just does it"
That's their loss. You're running a professional business, not a charity.
"We'll remember this on the next job"
Document this statement — it could be useful later if disputes arise. Then hold your position anyway.
"We'll work it out later"
Never agree to this. "Later" often means "never." Get agreement before doing the work.
Contract Language That Protects You
The best defense against scope creep is a well-drafted contract. Look for or request:
Clear Scope Definition
Your scope should be defined in detail. What's included, what's excluded. The more specific, the better.
Change Order Procedures
A clear process for identifying, pricing, and approving changes. Include timing requirements.
Field Condition Provisions
Language that addresses what happens when field conditions differ from drawings. Extra work for changed conditions should be compensable.
Force Account Option
A predetermined labor and equipment rate for extra work, so you're not negotiating prices in the middle of the project.
Tracking Scope Creep Over Time
Keep records not just for individual incidents, but for patterns:
Which Projects Have the Most Creep?
Is it certain types of work? Certain GCs? Certain owners? This information helps you bid smarter.
What's the Financial Impact?
Track how much scope creep is costing you annually. This number is usually higher than contractors expect.
What's Approved vs. Rejected?
When you request change orders, how often are they approved? If your approval rate is low, your documentation or communication may need improvement.
SubPaid tracks all of this automatically, giving you insight into scope creep patterns across your business.
Frequently Asked Questions
What if the GC refuses to issue a change order?
Document your extra work anyway. Note that the GC refused a change order. Continue to submit change order requests for any additional work. You may need this documentation for dispute resolution later.
Can I refuse to do work that's disputed?
Carefully. In most cases, you're required to continue working while disputes are resolved. Refusing to work can put you in breach. Get legal advice before stopping work.
How detailed should change order requests be?
Very detailed. Include labor hours, labor rates, material quantities and costs, equipment costs, and markup. Photos if relevant.
What if I already did the extra work?
You can still request payment, though it's harder. Document what was done, when, and at whose direction. Submit a change order request immediately.
Should I include contingency in my bids for scope creep?
Some contractors do, but it's better to bid your actual scope and price changes as they occur. If you're consistently losing money to unpaid scope creep, the problem is process, not bidding.