Free templatesVariation record
Free template · CSV for Excel or Google Sheets
Variation record template
A variation record captures every change to the agreed scope, who approved it and what it costs, so extra work gets billed.
The columns
- Variation no.
- Running number per job.
- Job
- Job or project reference.
- Date
- Date agreed.
- Change
- What is being added or removed.
- Reason
- Why the change was needed.
- Requested by
- Who asked for it.
- Approved by
- Who agreed to pay.
- Price (ex GST)
- Agreed price.
- Status
- Pending, approved, declined, billed.
- Invoice
- Invoice it was billed on.
Example rows
Sample data, included in the download so you can see the format. Delete these rows and add your own.
| Variation no. | Job | Date | Change | Reason | Requested by | Approved by | Price (ex GST) | Status | Invoice |
|---|---|---|---|---|---|---|---|---|---|
| V-01 | P-118 | 2026-10-20 | Add 3 power points in kitchen | Client request | Owner | Owner | 540.00 | Approved |
Using it well
- Get the approval in writing before doing the extra work. A text or email counts.
- Take a photo of the reason for the change, such as hidden damage.
- Bill approved variations on the next invoice, not at the end of the job.
Outgrowing the spreadsheet?
Taskr records variations on the project with their status, and approved ones flow into progress claims and invoices.
Scope creep: how Taskr helpsFAQ
Frequently asked questions
What is a variation in construction?
A change to the work agreed in the contract, adding, removing or changing scope, usually with a change in price.