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Change Orders and Variations

When a job scope changes after you've sent a proposal, you need to update your pricing. Here's how to handle variations.

Formal Variation Support Coming Soon

A dedicated change order and variation management feature is in development. This will allow you to:

  • Create formal variation documents
  • Track changes against the original scope
  • Maintain a clear audit trail
  • Send variation requests for client approval

Until then, here are the current options for handling scope changes.

Current Options

Option 1: Edit the Estimate In Place

For minor changes, you can update the existing estimate directly.

How to do it:

  1. Open the estimate from the Estimates page
  2. Make your changes:
  3. Add new line items
  4. Adjust quantities or rates
  5. Remove items no longer needed
  6. Save the estimate
  7. Send the updated proposal to your client

Best for: Small adjustments where you don't need to preserve the original scope.

Note: This overwrites the original estimate. If you need to keep a record of the original scope, use Option 2.

Option 2: Duplicate and Update

For larger changes where you want to preserve the original estimate, duplicate it first.

How to do it:

  1. Open the original estimate
  2. Click Duplicate to create a copy
  3. Open the duplicated estimate
  4. Lock all items that are staying the same (this prevents accidental changes)
  5. Add the new items or modifications with Sammy's help
  6. Update the title to indicate it's a revised version (e.g., "Deck Project - Revised")
  7. Send the updated proposal to your client

Best for: Significant scope changes where you want a record of the original and the revision.

Locking Items

When duplicating for variations, use the lock feature:

  1. Click the lock icon next to items or groups that aren't changing
  2. Locked items can't be edited until unlocked
  3. This protects original scope while you add new work

Tips for Managing Variations

Clear Communication

When sending a revised proposal:

  • Explain what's changed in your message to the client
  • Reference the original proposal if relevant
  • Be clear about the additional cost

Example message:

"Hi Sarah, following our conversation about adding the pergola, I've updated the proposal. The additional work adds $4,200 to the original quote. Please review and let me know if you have any questions."

Naming Conventions

Use clear naming to track versions:

  • Original: "Deck Project"
  • Revision 1: "Deck Project - Revised 12 Jan"
  • Revision 2: "Deck Project - Rev 2 with Pergola"

Keep Records

Before making changes:

  • Consider duplicating first if you need the original for reference
  • Take note of what's changing and why
  • Document client approval for variations

What's Coming

The upcoming variation management feature will include:

  • Formal variation documents linked to original estimates
  • Clear change tracking showing additions, removals, and modifications
  • Variation approval workflow for clients
  • Audit trail for compliance and dispute resolution

We'll update this article when the feature is released.

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