Template
Variation Template
Use this structure whenever you turn extra work into a priced variation. Every field below exists in ProofPay, so you can copy the same discipline into a spreadsheet or paper form if you are not using the app yet.
Header details
Identify the variation so it can be referenced in correspondence and on the invoice.
- Variation reference (e.g. V014)
- Project and contract reference
- Date raised
- Originating site instruction reference
- Who requested the work, and how
Scope description
Describe the work in the words a commercial manager would need to price it — what, where, and why it falls outside the original contract scope.
Priced build-up
Break the price down by category so it can be checked line by line.
- Labour — hours × rate
- Materials — quantity × rate
- Plant and equipment hire
- Subcontractors
- Markup percentage
- VAT
Approval block
State the total being approved, who approves it, and the date. Approval should always reference the exact priced version the client saw.