Raise a Variation Order
Last updated: 29 August 2026
Extra work on a job needs its own paper trail. A Variation Order (VO) prices scope changes, tracks client approval, and updates your revised contract value — so Progress Claims stay measured against what the job is actually worth, not just the original quote.
How Variation Orders affect your contract value
Your original contract value is what you quoted and the client accepted. Each Variation Order you raise adds to (or adjusts) that figure once it reaches VO issued. BuildTrack shows both the original sum and the revised contract value on the job, plus any VOs still in the pipeline as pending exposure — so you always know what is agreed versus what is still being priced or approved.
Raise a Variation Order
Open the job, go to Contract → Variations, and choose how to start:
Raise variation
Starts at RFI / clarification — use when you have spotted extra work but do not yet have a formal instruction.
Log AI / EI received
Starts at AI / EI received — use when the client or consultant has already issued an architect's or engineer's instruction.
Enter the VO details
Amount in MYR, instruction reference, description of the extra scope, and any supporting documents.
Move a Variation Order through the pipeline
A Variation Order moves through stages from first enquiry to billed work:
RFI / clarification
You have identified extra scope and are clarifying what is needed.
AI / EI received
A formal architect's or engineer's instruction is on record.
Quotation submitted
Your price for the extra work has gone to the client.
QS assessment
Quantities and price are being checked.
Client approval
The client has accepted the VO amount.
VO issued
The Variation Order is approved and adds to your revised contract value.
In progress claim
The VO amount is part of what you have billed on a Progress Claim.
Delete a Variation Order
You can delete a Variation Order until it reaches In progress claim. After that it is locked, because the amount is already part of your billing history. If a VO was raised in error earlier in the pipeline, delete it and start again rather than leaving a stray line on the contract.