Scope changes happen.
Get
paid for them.
Variations done on a handshake, via a text message, or simply because a client asked nicely are variations that usually don't get paid for. Begin360 gives you a formal process to raise, price, approve, and track every change to scope — so changed work is always documented, always approved, and always billed.
A formal process for every change to scope — from first request to final payment
Scope changes are a normal part of project delivery. The problem isn't that they happen — it's that without a system to manage them, they happen informally. Work gets done on the basis of a conversation. The variation never gets priced properly, or the client never formally approves it, or it just gets folded into the original contract and never billed at all.
Variation Management gives every scope change its own formal record — a variation order with a description, a price, a reason, and a status. The client receives it, reviews it, and approves or disputes it through a clear process. Approved variations update the contract value automatically and flow into the project budget. When it's time to invoice, every approved variation is already there.
Nothing gets done on a handshake. Nothing gets forgotten. And when a client asks why the final invoice is higher than the original quote, you have a complete, timestamped record of every change they asked for — and every one they approved.
Every variation has its own formal record
Each scope change is raised as a variation order with a number, a description, a value, and a reason. No more undocumented changes agreed over the phone or buried in an email thread.
Client approval before the work starts
Variations are sent to the client for review and approval before the changed scope is carried out. Approved means approved — in writing, with a timestamp, linked to the variation record.
Approved variations update budgets and contract value
When a variation is approved, the contract value and project budget update automatically. You always know the current approved value of a project — not just the original quote amount.
Variations flow directly into invoicing
Approved, unbilled variations appear automatically when generating a progress claim or invoice. Nothing gets left off, and nothing gets billed twice — every variation has a clear billing status.
What's included ?
Everything you need to manage scope changes properly — from the moment a client asks for something different to the moment it's documented, approved, delivered, and paid for.
Variation order creation
Raise a variation order in seconds — description, value, reason, and scope impact. Every VO gets a unique number and is linked to the project and original contract it relates to.
Client approval workflow
Send variations to clients for review and sign-off directly from the system. Clients can approve, dispute, or request changes — with every action timestamped and recorded against the VO.
Contract value tracking
The contract value updates automatically each time a variation is approved. See the original contract amount, total approved variations, and current contract value at a glance — always current, always accurate.
Budget impact visibility
Approved variations post to the project budget automatically. See how each variation affects the budget and margin in real time — before the work starts, not after the invoice goes out.
Integration with progress claims and invoicing
Approved, unbilled variations are included automatically when generating a progress claim or invoice. Nothing gets missed, and the billing status of every variation is always visible.
Variation register per project
Every project has its own variation register — a complete list of all VOs, their status, value, and billing history. The full picture of what's changed since the original contract was signed.
Document and photo attachments
Attach drawings, photos, engineer instructions, or client correspondence to each variation record. Everything that supports the change is stored with the VO — accessible when you need it and auditable when you have to be.
Subcontractor variation orders
When changed scope flows through to a subcontractor, raise a variation PO linked to the original subcontract. Subcontractor costs and client billings stay in sync — no manual reconciliation required.
Variation reporting and trends
See the total variation value across all projects, who is raising them, and what types of changes are most common. Understand where scope creep is hitting your margins and build better contingencies into future quotes.
Every approved variation tracked, billed, and accounted for
| SUPPLIER | EXPIRES | STATUS |
|---|---|---|
|
SCOPE OF CHANGE
Addition of one basement level (B2) to meet revised council parking requirements — excavation, concrete, waterproofing, line marking & electrical for 24 additional spaces.
|
||
|
Labour — excavation & concrete
Value breakdown component
|
$14,200 | |
|
Materials — waterproofing & electrical
Value breakdown component
|
$11,400 | |
|
Subcontractor — line marking
Value breakdown component
|
$4,200 | |
|
Variation Total
Financial summary validation
|
SENT TO CLIENT: 19 Apr 2026 · 2:14 pm | $29,800 |
CLIENT APPROVED: 22 Apr 2026 · J. Brennan
Which industries use this module?
Variation Management is used wherever project scope is defined by a contract and changes to that scope need to be formally managed — construction, professional services, trades, and any project-based business where changed work needs to be documented and paid for.
Explore the full suite
Variation Management connects directly to project management, quoting, contracts, subcontractor management, and finance. Here's what else is available.