7 min guideUpdated August 2026App review required

Manage job variations

Record changed scope separately from the accepted baseline, obtain the required approval and carry only approved value into invoicing.

Best forSales / Estimator · Project Management / Production · Accounts
Before you beginUse a representative record and confirm you have the permissions required for this area.

Step by step

  1. Open the job and compare the requested change with the accepted quote or recorded baseline.
  2. Create a separate variation with a clear description, value and effect on tasks, materials or dates.
  3. Keep it pending until the required customer or internal approval is recorded.
  4. Add or update operational tasks only in line with the organisation's approval policy.
  5. When invoicing, select approved variation scope separately from quoted lines and invoice-only additions.
  6. Confirm the job Financials view shows the accepted baseline and variation effect without double counting.

Good practice

Never edit the original accepted scope to hide a change. The variation exists so production, accounts and the customer can understand what changed.

When you are finishedThe original scope, changed work, approval and invoice treatment can each be explained without rewriting history.

Before you begin

  • The accepted quote or original commercial baseline is visible.
  • The organisation has a defined variation approval policy.

Complete workflow

How the workflow moves

  1. 01
    Identify

    Describe work outside the accepted baseline.

  2. 02
    Price

    Record the commercial and delivery effect.

  3. 03
    Approve

    Capture the authorised decision before treating it as billable.

  4. 04
    Deliver and bill

    Plan the work and include approved variation scope in the draft invoice.

If your workspace behaves differently, record the relevant job, client or record number and raise a support ticket so the team can investigate the exact context.