Variations & Change Management

Finances7 min read

Variations record scope and cost changes after the original quote or contract—kitchen extensions, client-requested extras, agreed omissions, and final account adjustments. Each entry should capture what was agreed, when, and the price impact so the job financial picture stays defensible.

Simple vs full workflow

SiteHut supports two variation registers. Pick the one that matches how formal the job is:

Register	Best for	What you get
Simple register	Extensions, small works, straightforward extras	Title, status, agreed value, and notes—fast to log from site
Full workflow	JCT-style contracts, CVIs, priced line items	Request types, approval stages, line items, client review, and contract rules

Workspace default — Settings → Workspace Settings → Quotes & invoices → Variation register.

Per job — Job → Details → Financial defaults for this job → override Variation register or inherit the workspace default.

Tip

Raise a variation from My Work on mobile when your role allows—the same register opens with the workflow already chosen for that job.

Simple register

Open the job → Finances → Variations (or Change management, depending on layout).

1

Create a variation

Click New variation and enter a title (e.g. “Kitchen extension — extra socket”).

2

Set status and value

Choose a status such as Draft, Sent to client, Approved, or Withdrawn, and enter the agreed value when known.

3

Add context

Use notes for what was discussed on site or by email. Keep enough detail that someone reviewing the job six months later understands the change.

4

Update as the job moves

Move status forward when the client agrees, or mark Withdrawn if the extra did not proceed.

The register summary shows pending and agreed totals against the job baseline so you can see forecast contract value at a glance.

Full workflow

Use Full workflow when you need contract discipline:

• Variation types — e.g. variation request, instruction, early warning, quote request, CVI (confirmation).
• Status progression — issue, validate, price, agree terms, claim, and pay (where your process uses those stages).
• Line items — priced breakdowns attached to the change request.
• Client review — notifications when pricing or terms need client input.

Configure contract rules and commercial basis under Job → Details when the job runs on a formal contract rather than quote-led work.

Note

A single change can use the full workflow even if the job default is simple—upgrade when you need line items or formal approval, without changing the whole job setting.

Final account

On contract-led jobs, the Final account area tracks closing position: agreed variations, pending items, and billing alignment. Use it alongside the variation register when you are winding up the job commercially.

Good practice

• Log variations when they are agreed, not weeks later—dates and notes matter in disputes.
• Tie each variation to a clear description; avoid titles like “Extra 3”.
• Keep quotes and invoices aligned: approved variations often feed invoicing or final account lines.