Bring site messages, photos and drawing changes into one construction variation register. Track scope, pricing, approval and completion evidence so billing can trace the authorised work.
First workflow from A$4,900 ex GST, with 12 months of support for the agreed implementation. Scope and pricing →
Never treat a verbal request as recorded approval. Preserve who authorised which revision. No automatic entitlement/legal conclusion; apply project-specific approval policy.
Disputed approval; retrospective request; contractor substitution; work done before approval; missing completion evidence.
Uncertain inputs go to an assigned owner with the source, reason and next decision. Failed writes are reconciled before retrying, so a recovered connection does not create a duplicate order, payment or stock movement.
Unapproved variation age/value; admin minutes/change; documented before-work approval rate; preventable billing rework.
Sample representative work before the build, including difficult cases. Compare the same task mix after launch; include review, exception handling and system upkeep in the time used.
Map the first input, the final accepted result and who can approve it. Agree source systems, read/write access, rules, exception ownership and acceptance checks. Run representative normal, failure and recovery cases before expanding across teams.
Role-based access, separation of preparation and approval, versioned rules, an action history, duplicate protection, reconciliation, alerts and a named recovery owner. Private deployment or customer-controlled infrastructure can be scoped where needed. These are design requirements to validate, not an unsupported promise of perfect source data or regulatory compliance.
Specific answers to help you judge the fit, the information needed and the decisions your team keeps.
They can initiate a draft record when the project, location and requested change can be identified. Attach the original message or photo and request missing scope, cost or timing details. A site conversation is evidence of a request, not automatically evidence that someone with authority approved it.
The approver sees the specific scope, price and timing impact being approved, and that decision remains linked to its version. Later changes reopen the relevant review. An approval on an earlier amount should not silently authorise a larger variation or different work.
Record that sequence honestly and route the case to the project’s authorised commercial owner with the available evidence. Keep retrospective review distinct from prior approval. The system can help collect missing records and track a decision, but it should not manufacture approval or determine payment entitlement.
Once the required approval is recorded, the agreed integration can pass the current variation to scheduling, budget tracking and invoice preparation. Completion evidence remains a separate requirement where your process needs it. We check the receiving tools and acknowledgements so a sent update is not mistaken for an applied change.
Use one project or a defined variation category with a named approval owner and accessible baseline scope. Test revisions, disputed approval and missing completion evidence before expanding. Track ageing unapproved changes, preparation effort and billing rework; keep disputed commercial amounts separate from confirmed invoice-ready work.
Turn approved takeoffs and estimating spreadsheets into itemised construction quotes. Preserve labour, material and plant rates, exclusions and drawing revisions for estimator review.
Estimator / construction business ownerWorkflow designSee pipeline, exceptions & controls →The lowest-looking bid may exclude delivery, access, disposal or part of the specified scope.
Estimator / procurement leadWorkflow designSee pipeline, exceptions & controls →A finished job is still unbillable because a PO, timesheet, approval or completion photo is missing.
Service operations / financeWorkflow designSee pipeline, exceptions & controls →