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ToolDeck

Agency & Client Ops

Scope Change Tracker

Extra requests get logged, costed, and approved before they become free work.

Saves about ~1 hr per week

What it does

  • Captures out-of-scope requests into a log
  • Estimates the cost/hours for each
  • Routes to you for approve/discuss
  • Tracks accepted changes against retainers

How it works

  1. New request logged (form/Slack)
  2. AI estimates hours + cost
  3. Approval request sent
  4. Accepted changes added to the tracker

What's included

  • Capture form/Slack
  • AI estimator
  • Approval + tracker

Set it up yourself

Follow these 4 steps in order. You will need accounts for: Sheets, Slack.

Step 1: Set the capture point

  1. Choose the input: a simple form on your site, or a Slack shortcut in the client channel.
  2. Fields: client, project, request description, urgency.
  3. Make sure it routes to the Scope sheet as a row.
  4. Test submitting a request.
  5. Keep it easy — friction kills scope-logging.

Watch out: The capture point has to be where requests arrive — a Slack shortcut in the client channel catches the 'by the way, can you also…' that usually flies free.

Step 2: Add the estimator prompt

  1. Build: 'Estimate this scope change. Return JSON: {hoursLow, hoursHigh, costLow, costHigh, notes}. Use our rate {rate}. Flag if it looks like it overlaps existing scope.'
  2. Use the project's hourly rate.
  3. Instruct to be conservative.
  4. Paste with API key.
  5. Review the estimates against 5 real changes.

Watch out: Estimates are a start, not a promise — the prompt's job is to give you a defensible first number, and the approve step is where the human confirms it.

Step 3: Route the approval

  1. When a new scope request arrives, post to Slack: client, project, request, estimated cost, link.
  2. You react 'approved' or 'discuss'.
  3. Discuss → thread it out with the client.
  4. Approved → add to the tracker with the estimate.
  5. Test the routing.

Watch out: Slack reactions as the approval UI keep the loop fast — the alternative, approval buried in email, delays everything.

Step 4: Track against retainers

  1. Sum approved change-hours per client in the monthly review.
  2. Compare against the retainer usage (from your retainer tracker).
  3. When changes push a client over their cap, draft the upsell note.
  4. Monthly report: changes logged, approved, value, per client.
  5. Review quarterly what scope creep costs you.

Watch out: This tracker's real output is the upsell trigger — a client repeatedly going over scope is a retainer increase conversation waiting to happen.

Frequently asked questions

What does the Scope Change Tracker automation do?

Extra requests get logged, costed, and approved before they become free work. Captures out-of-scope requests into a log

How much time does Scope Change Tracker save?

It is estimated to save ~1 hr per week. Actual savings depend on your volume.

Which tools does Scope Change Tracker use?

It works with Sheets and Slack.

What does Scope Change Tracker include?

Capture form/Slack, AI estimator, Approval + tracker.

Can I set up Scope Change Tracker myself?

Yes. The do-it-yourself guide on this page walks through 4 steps, from getting access to testing the finished automation.