How to Run a Variation Register Without Spreadsheet Chaos
Most small builders do not need an enterprise ERP to track variations—they need a single place where instructions, client approvals, and running contract value stay tied to the job.
Why spreadsheets break down
Spreadsheets work until they do not. The usual failure points:
- Version drift — two people update different copies of the same register.
- Lost context — the WhatsApp photo that "approved" a change is three screens above the message you need at final account.
- No running forecast — variations live in a tab that nobody updates until month-end.
A minimum viable variation register
Whether you use SiteHut or a spreadsheet today, every job benefits from the same fields:
| Field | Why it matters |
|---|---|
| Reference | Ties the variation to drawings, emails, or site diary entries |
| Origin | Client instruction, CVI, or builder-requested change |
| Status | Draft → submitted → approved / rejected |
| Value | Agreed addition or omission to contract sum |
| Approval evidence | Signed link, email, or portal record |
Rhodri has seen too many final accounts turn into arguments because step five was "someone said yes on site" with no record.
Moving off pure spreadsheets
When you are ready for software, look for:
- Job-scoped records — variations live on the job, not in a shared drive folder.
- Client sign-off without extra seats — secure links or a portal view for that job only.
- Live contract forecast — approved variations update the running total automatically.
SiteHut handles this on the job timeline alongside programme and invoicing. If you are still comparing approaches, see our honest take on SiteHut vs spreadsheets and WhatsApp.
Learn more in the docs
Andrew builds SiteHut; Rhodri brings 35+ years of UK construction commercial experience to how we design variation workflows.