Understanding Job Variations

Overview

Variations allow you to manage changes to the agreed scope of work after a Job has been created.

Depending on the situation, a variation may involve additional work, removing work, changing quantities or modifying the original scope.

JGID provides several ways to manage variations, allowing you to choose the approach that best suits your business and your customer's approval process.

When Should I Create a Variation?

A variation may be required when:

The customer requests additional work.
Additional repairs are discovered on site.
The original scope changes.
Quantities increase or decrease.
New items need to be added during the Job.

Before proceeding, ensure you have received the appropriate approval from your customer in accordance with your company's procedures.

Option 1 – Add an Additional Line Item

The simplest way to manage a variation is to add another line item to the existing Job.

This approach works well when:

The customer has already approved the additional work.
Approval has been received by email or phone.
A formal variation quote is not required.

The new work becomes part of the existing Job and is completed and invoiced together with the original scope.

Option 2 – Create a Variation Quote

If the customer requires a formal quotation before approving the additional work, you can create a new version of the original Quote.

Once approved, you have the flexibility to:

Create a separate Job for the variation, or
Add the approved variation into the existing Job.

This allows businesses to maintain a formal approval process while still choosing how the work is scheduled and invoiced.

Separate Job or Existing Job?

There is no single correct approach.

A separate Job may be suitable when:

The additional work will be completed on another day.
Different technicians will perform the work.
The variation will be invoiced separately.

Adding the work to the existing Job may be preferable when:

The work will be completed during the same visit.
The customer wants a single invoice.
The additional work forms part of the same project.

JGID gives you the flexibility to choose the workflow that best suits each situation.

Lump Sum and Do & Charge Jobs

Variations can be created for both:

Lump Sum Jobs
Do & Charge Jobs

The way the variation affects the final invoice depends on how the Job is priced and billed.

Recording Customer Approval

Before carrying out variation work, ensure you have appropriate approval from your customer.

This may include:

A signed variation Quote.
A purchase order.
An email approval.
Another form of documented authorisation.

Following your company's approval process helps reduce disputes and provides a clear record of the agreed scope.

Best Practice

Record variations as soon as they are approved.
Use a formal variation Quote whenever customer approval is required.
Add simple variations directly to the Job when appropriate.
Choose whether to create a separate Job or use the existing Job based on how the work will be completed and invoiced.
Always retain evidence of customer approval.

Creating a Job
Job Progress
Progress Invoicing
Creating a Quote
Quote Versions
Creating an Invoice