A variation records a change to the contract price. You raise it on the job, email it to your client, and they accept it by signing in their portal, so there is no printing, signing and scanning.
Before you start
Set up and verify your sending address, because variations are emailed from it. Account settings covers it.
Raise the variation
Open the job and go to the Variations tab.
Create a new variation and describe the change.
Enter the amount, and say whether it includes GST.
Assign it to yourself or to whoever is managing the job.
Save.
Your client can see a variation on their Variations tab as soon as you save it, before you send it, though without the buttons to accept or decline. Raise a variation when it is ready to go rather than drafting it early.
Assigning the variation matters, because the email telling you it has been accepted goes to the assigned person. With nobody assigned, your client can accept it and nobody is told.
Send it
Open the variation and click Send Variation Order.
Enter your client's email address in To.
Check the subject, and write a short message telling them it is waiting in their portal for a signature.
Attach any drawings or quotes that support the change.
Click Send.
The variation's status changes to Sent, and a copy of the email is kept in the job's notes.
Getting it signed
Your client opens the variation in their portal and either accepts or declines it. Accepting opens a signature pad, and once they sign, the variation shows as Accepted and the assigned person gets an email.
After it is accepted
An accepted variation can no longer be edited or sent again. If the change moves on again, raise a new variation rather than altering the signed one.
What to do next
What your client sees when they log in shows the Variations tab from your client's side.
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