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.
Variation management software for subcontractors
Keep extra work from getting lost between 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.
No payment card for the pilotWe help you set it upMade for UK specialist subcontractors
Record it.
Prove it.
Get paid.
Prove it.
Get paid.
Made for specialist subcontractors
It can also suit maintenance, facilities and field-service businesses where work changes on the job and needs to be agreed properly.
01
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.
02
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.
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 product01
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 techniciansA short mobile process for instructions, photos, quantities and signatures while they are still on the job.
For commercial teamsRate cards, quotations, approvals, status tracking, reports and a clear activity history.
For financeApproved values and supporting records can be prepared for Xero, QuickBooks Online, Sage Accounting and FreeAgent workflows.
Same team. Higher commercial ground.
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.
01
Choose one live project to start with
02
Set up the right users, clients and rate cards
03
Complete the first variation together
04
Review what worked before a wider rollout
Pricing
Plans start at £199 per month + VAT.
Choose a plan based on your team size, active projects and reporting needs. The primary workspace owner is included separately from the team-seat allowance. The assisted 30-day pilot lets your team test it on real work before committing.
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.
Accounting connections
Prepare approved records for Xero, QuickBooks Online, Sage Accounting and FreeAgent workflows.
Commercial protection
Keep evidence, pricing, approvals and status together on the same variation record.
03
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.
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.
SiteCapture the instruction, evidence and quantities while the work is happening.
OfficeReview, price, approve and keep the commercial record complete.
FinancePrepare approved records and supporting evidence for the systems you already use.