Introduction
Imagine a construction project where every change order hides a potential scam. Fraud in change orders is not just a possibility—it’s a growing reality, costing the industry billions each year.
Change orders are essential tools in construction, allowing adjustments for unforeseen site conditions or design modifications. Yet, their flexibility makes them a target for exploitation.
Fraudsters may inflate costs, double-bill for work, or disguise errors, leading to severe consequences: budget overruns, project delays, and legal disputes. In an industry already stretched by tight margins, such fraud can tip the scales from profit to loss.
This article dives into the common types of fraud in change orders, equips you with practical strategies to detect and prevent them, and offers real-world examples to illustrate the risks and solutions. Whether you’re a project manager, contractor, or stakeholder, understanding and tackling fraud in change orders is vital to protecting your projects and bottom line.
What is Fraud in Change Orders?
Fraud in change orders occurs when contractors or subcontractors intentionally misrepresent or manipulate change orders—formal amendments to construction contracts that adjust scope, cost, or schedule—to secure unauthorized profits.
This construction fraud exploits the flexibility of change orders, turning a legitimate tool into a vehicle for deceit. Examples include exaggerating costs for additional work, falsifying needs by creating fake change orders, double billing for already-covered tasks, colluding with project officials for kickbacks, or concealing errors under inflated adjustments.
This change order fraud is a critical issue in construction due to its ripple effects. It triggers budget overruns, pushing project costs beyond planned limits, and causes delays as disputes arise over fraudulent claims. Beyond finances, it erodes trust between stakeholders, often leading to legal battles and damaged reputations. In an industry with tight profit margins, even minor fraud can derail a project’s success.
The impact is starkly illustrated by data from the Association of Certified Fraud Examiners (ACFE), which reports a 60% increase in construction fraud cases in recent years, including those tied to change orders, with a median loss of $145,000 per case (ACFE Study Finds Median Losses from Occupational Fraud Increasing). This statistic underscores the scale of the problem, emphasizing why construction professionals must address fraud in change orders to safeguard projects and maintain integrity.
Common Types of Fraud in Change Orders
Fraud in construction change orders can quietly sabotage a project’s budget and timeline. Three types of change order fraud stand out as the most common culprits: inflating costs, double billing, and hiding mistakes. These common fraud practices are sneaky, but with a little know-how, you can spot them before they spiral out of control. Let’s break them down with relatable scenarios to show how they work.
Inflating Costs
This happens when contractors overstate the price of additional work, padding the bill to boost profits or funnel money into kickbacks. Change orders, with their often vague scope, make this trick easy to pull off.
Scenario: Imagine a contractor submitting a $10,000 change order for extra electrical wiring. The actual cost? Only $7,000. That extra $3,000 disappears into their pocket—or someone else’s. Resources like How To Spot Construction Change Order Fraud warn that this is a go-to move for inflating project costs.
Double Billing
Double billing is billing twice for the same job. A contractor might slip a change order into the mix for work already included—and paid for—in the original contract, banking on sloppy oversight.
Scenario: A subcontractor finishes roofing under the initial plan but later submits a change order for “additional roofing repairs,” claiming it was unexpected. If no one checks the original scope, they get paid twice. This tactic is flagged in Construction Fraud: Common Issues and How to Combat Them as a frequent fraud scheme.
Hiding Mistakes
Here, contractors use change orders to mask their own errors, passing the cost of fixing mistakes onto the project owner instead of owning up.
Scenario: A contractor pours a foundation that doesn’t meet code. Rather than fixing it themselves, they file a change order for “foundation reinforcement,” charging the owner to correct their blunder. Recognize the Typical Schemes of Subcontractor Fraud calls this a classic way to dodge accountability.
These types of change order fraud—inflating costs, double billing, and hiding mistakes—can add up fast. Staying vigilant with detailed records and cross-checks is your best defense against these common fraud practices.
How to Detect Fraud in Change Orders
Detecting fraud in change orders doesn’t need to be an overwhelming task. By combining practical fraud detection methods with modern tools, you can spot red flags early and safeguard your construction project. Here’s a clear, actionable approach to keep things on track.
Manual Checks: The First Line of Defense
Start with the basics. Scrutinize documents for inconsistencies—vague descriptions like “miscellaneous repairs” can be a cover for fraudulent charges. Clear, specific language is a must, and anything less warrants a closer look.
Next, compare change orders to the original plans. If a contractor submits a change order for work already included—like adding plumbing when it’s in the initial scope—it could be double billing. Always verify supporting documentation, too.
Every change order should come with detailed estimates, subcontractor quotes, or photos of unforeseen conditions. High costs without justification? That’s a warning sign you can’t ignore.
Technology: Boosting Efficiency and Accuracy
Manual reviews are essential, but they’re time-consuming and prone to human error. That’s where technology steps in. Construction management software, such as Buildertrend or Procore, tracks change orders in real time, highlighting anomalies like sudden cost spikes or frequent requests from the same party. This streamlines oversight and reduces reliance on paper trails.
For even sharper detecting change order fraud, consider AI-powered tools. AI can analyze patterns—like near-identical descriptions across multiple orders—and flag potential duplicates. It can also use historical data to predict risky submissions, catching issues before they escalate.
Why Tech Wins
While manual checks lay the groundwork, technology supercharges fraud detection methods. It’s faster, more precise, and built to handle the complexity of construction projects. By blending diligent document reviews with smart software, you’ll catch fraud early—and keep your budget intact.
Preventative Measures to Avoid Fraud
Fraud in change orders can derail a construction project, but proactive steps can keep your budget and timeline safe. By implementing smart strategies, you can stop issues before they start. Here are four actionable fraud prevention tips to protect your project from preventing change order fraud.
1. Establish Approval Workflows
A strong defense begins with structure. Set up a multi-step approval process for change orders, requiring sign-off from multiple roles—like the project manager, a supervisor, and the finance team. This spreads responsibility and prevents any one person from pushing through a questionable request. Clear procedures, as highlighted in industry insights, are key to catching fraud early.
2. Train Staff to Spot Red Flags
Your team is your first line of detection. Equip them with regular training to identify fraud signals, such as vague descriptions (e.g., “miscellaneous work”), inflated costs, or frequent change requests from the same contractor. A well-informed crew can spot trouble fast, making training a cornerstone of preventing change order fraud.
3. Audit Change Orders Regularly
Stay ahead of problems with routine audits. Conduct quarterly or annual reviews to verify that every change order is legitimate, well-documented, and linked to actual work. Audits reveal suspicious patterns—like one contractor’s constant submissions—and reinforce accountability. Experts agree: consistent checks are non-negotiable for fraud prevention.
4. Use Software to Monitor Changes
Technology simplifies oversight. Construction management tools, like Buildertrend, track change orders in real time, flag anomalies (e.g., a $50,000 request when $10,000 is typical), and streamline approvals. Software boosts efficiency and catches what manual reviews might overlook, making it a game-changer for project protection.
By adopting these proactive measures—workflows, training, audits, and tech—you build a solid shield against preventing change order fraud. Act now to safeguard your project from day one.
Case Studies of Fraud in Change Orders
Change order fraud can wreak havoc on construction projects, and these change order fraud case studies highlight the stakes. By examining real-world examples, we see how fraud occurs, its consequences, and the lessons that bolster detection and prevention.
The Don C. Richards Scheme: Kickbacks via Inflated Change Orders
In 2022, project manager Don C. Richards pleaded guilty to conspiracy to commit wire fraud. He inflated change orders to offset kickbacks—like gift cards and golf club fees—from a subcontractor, siphoning nearly $400,000 from the project.
An investigation, likely sparked by odd financial patterns, exposed the scheme. Richards faced legal penalties, and the contractor suffered reputational harm. This case stresses the need for multiple approval layers and monitoring for anomalies, such as repeated high-value change orders tied to one subcontractor.
Florida’s Hurricane Fallout: Exploiting Change Orders
Florida’s contractor fraud spiked after hurricanes, with some exploiting change orders to inflate costs or double bill for work already contracted.
While specifics vary, this trend has cost project owners dearly, often uncovered only after budgets spiral or audits flag duplicates. It highlights the value of cross-checking change orders against original scopes and deploying software like Buildertrend to detect irregularities early.
These examples show fraud’s financial and operational toll. Proactive steps—robust approval processes, staff training, regular audits, and technology—are key to catching and preventing change order fraud, safeguarding project integrity.
Conclusion
Fraud in change orders casts a costly shadow over construction, inflating budgets, derailing timelines, and shattering trust. Whether it’s contractors padding costs for kickbacks, double billing for work already paid, or masking mistakes, the financial stakes are high—think $145,000 per case, with a 60% rise in incidents (ACFE).
Left unchecked, this construction fraud can turn a profitable project into a legal nightmare. But awareness is power. By understanding these types of change order fraud, you’re already a step ahead.
Detecting and preventing change order fraud isn’t just possible—it’s practical. Scrutinize documents, cross-check plans, and lean on tools like Buildertrend to spot anomalies fast.
Proactive moves—multi-step approvals, trained teams, regular audits, and smart software—build a fortress around your project. Technology, especially, transforms the game, offering speed and precision manual reviews can’t match. The key? Act early.
Don’t let fraud tip your scales. Embrace these strategies to combat fraud in change orders and explore cutting-edge fraud-detection tools. Protect your bottom line and keep your projects on track—start today.
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