VariationDesk
Log indemo
Variation management for subcontractors

Keep extra workfrom getting lostbetween site and office.

VariationDesk gives your site team a quick way to record a change, add the evidence and get it signed off. The office can then price, review and track it without piecing the job together afterwards.

Book a demoApply for a 30-day pilot
No payment card for the pilot
We help you set it up
Made for UK specialist subcontractors
9:41•••

Good morning,

Alex

Active

12

Approval

5

Recent variations

View all

Kitchen Additional Works

Riverside Apartments

In progress

Electrical Upgrades

Riverside Apartments

Awaiting sign-off

HomeVariations+ApprovalsMore

Made for specialist subcontractors

ElectricalMechanical & HVACFire protectionFit-outGlazingGroundworksBuilding services

It can also suit maintenance, facilities and field-service businesses where work changes on the job and needs to be agreed properly.

Where jobs go wrong

The variation is clear on site. It gets messy later.

Someone asks for extra work and your team gets on with it because the programme cannot stop. The trouble starts later, when the office needs to know exactly what was agreed, who requested it, what it cost and whether it was approved.

When those answers are spread across WhatsApp, camera rolls, notebooks and memory, even genuine work becomes harder to value and defend.

1

A change is requested

Usually in a quick conversation, call or message while the job is moving.

2

Your team carries on

The work gets done, but recording it properly is easy to put off.

3

The details arrive in pieces

The office receives photos, quantities and names from different people at different times.

4

Payment slows down

Time is spent chasing the record instead of agreeing the value and raising the invoice.

What each team gets

Simple on site. Clear in the office.

VariationDesk is built around two different jobs: making capture quick enough for the site team and giving the office enough detail to act.

Easy for the person on site

Open the job, record what changed, add the photos and move on. There is no paper form to find later and no long report to write at the end of the day.

Clear for the person approving it

They can see the scope, price and evidence on the device or through a secure review link, without needing their own VariationDesk account.

Useful for the people in the office

Commercial and finance teams see the same record, including its value, status, comments and signed documents, whenever they need it.

Works without a reliable signal

Technicians can keep recording on site and sync when the connection returns.

Your rules stay in control

Set the users, rates, permissions and approval route that match the way your business works.

Less chasing at month end

The office can see what is missing before it becomes an urgent problem.

How it works

One variation, followed from instruction to completion.

Everyone works from the same record instead of creating a new version at every stage.

Explore the product
01

Start with the instruction

Record who requested the change, what they asked for and why it sits outside the original work.

02

Build the record

Add photos, files, quantities, rate items and notes as the job develops, all against the same variation.

03

Agree what happens next

Send the quotation or completed record for review, then keep the response and signature with it.

04

Hand it over cleanly

The office can see what is approved, what needs attention and what is ready for reporting or invoicing.

Fits the way you already work

You do not need to replace the rest of your software.

VariationDesk handles the part that often falls between site records, commercial review and accounting. Keep using your existing systems for the jobs they already do well.

For technicians

A short mobile process for instructions, photos, quantities and signatures while they are still on the job.

For commercial teams

Rate cards, quotations, approvals, status tracking, reports and a clear activity history.

For finance

Approved values and supporting records can be prepared for Xero, QuickBooks Online, Sage Accounting and FreeAgent workflows.

Start with a real job

Set it up around your process, not ours.

We use one live project to agree the steps, roles and rate information your team needs. That gives you a proper test, rather than a polished demo built around made-up data.

1

Choose one live project to start with

2

Set up the right users, clients and rate cards

3

Complete the first variation together

4

Review what worked before a wider rollout

Pricing

Plans start at £199 per month + VAT.

Choose a plan based on the internal users, active projects and reporting your business needs. The assisted 30-day pilot lets your team test it on real work before committing.

View pricingApply for a pilot

Role-based access

Give field, office and management users the access their jobs require.

Full activity trail

See the important creation, approval, change and export events in one history.

Controlled file access

Protect customer evidence and signed records behind authenticated or expiring links.

Built for patchy signal

Let technicians continue working when the site connection drops out.

Free practical guides

Improve the process, even before you change the software.

Use practical walkthroughs for workspace setup, offline capture, quotation approval, remote review, evidence packs, reporting, rates and accounting exports.

Open resources

See VariationDesk on a real example

Show us how one variation moves through your business.

We’ll use your current process — who raises it, who prices it, who approves it and where it goes next — to show where VariationDesk would fit. No generic slide deck.

Book a demoApply for a pilot