How should a builder track variations so none go unpriced?
Log every variation the day it's raised, even if it's only a note from site. Track each one through the same stages: raised, priced, submitted, approved and invoiced. Flag any variation that sits too long at one stage, and show the total value of unpriced and unapproved variations on the project's cost status every week.
Why variations go missing
Most are agreed verbally on site, often under time pressure. If nobody writes it down that day, it relies on memory. Weeks later, the work is done and the paperwork isn't.
Capture on the day
Make it easy to log a variation from a phone: what changed, who asked for it, a photo, and the date. It doesn't need a price yet. It needs to exist.
Track the stages
Raised, priced, submitted, approved, invoiced. Each variation should always be at one of those stages, with an owner. Ageing is the warning sign: a variation raised two weeks ago and still unpriced needs attention.
Put it on the cost score
Show the value of unpriced and unapproved variations on each project's cost status. When that number grows, the project should turn amber.
Common questions
Should small variations be logged too?
Yes. Small ones add up, and they're the easiest to forget.
Who should log variations?
Whoever agrees them on site, usually the supervisor or PM, with the office pricing them.
What if the client disputes a variation?
Records made on the day, with photos and who requested it, make that conversation much easier.
Can reminders go out automatically?
Yes. Variations that sit too long at a stage can trigger a reminder to the owner.