Keep extra work from becoming
missing income.

Identify what changed

Start with the original project and quotation reference. Describe the requested change so someone outside the conversation can understand it: what is being added, removed or replaced, where it applies and the quantities involved.

Attach the relevant drawing revision, site record or client instruction. Avoid relying on an isolated message that does not explain which job it belongs to.

Record both price and delivery cost

• Describe the additional or reduced work and its quantities.
• Record the proposed price adjustment separately from tax treatment.
• Estimate the materials, labour and subcontractor costs caused by the change.
• Explain any effect on the programme or delivery sequence.
• Record exclusions and assumptions that require confirmation.

Extra billed work can improve the project’s income while still adding costs. Review both before judging the effect on margin.

Keep a clear approval trail

Record who requested the change, when it was requested and which person is authorised to approve it under the contract. Keep the agreed record and approval reference with the project.

Whether work can proceed before formal approval depends on the actual contract and circumstances. This checklist does not determine your legal entitlement to payment.

Connect delivery, invoicing and the project record

When the work is carried out, assign its bills and costs to the same project. When it is invoiced, keep a reference to the variation so the additional amount can be explained.

• Original job and quotation reference.
• Variation reference and date.
• Scope, quantities and supporting records.
• Price adjustment and cost estimate.
• Approval record and responsible person.
• Delivery status and related invoice reference.

Review before closing the job

Check that delivered changes are reflected in the project’s income and that their costs have been assigned. A final invoice total can look correct while an unentered bill or an unbilled change still affects the result.

Explore contractor quotations and variations or read the project profit guide to see how the records connect.