Questions customers ask before putting VariationDesk on a live job.

VariationDesk is built for subcontractors and specialist contractors that need a controlled way to handle additional work across field, commercial and finance teams. It also supports connected Contractor Hub workflows where a contractor needs submitted variation records from its supply chain without taking over the supplier's private workspace.

No. VariationDesk focuses on variation work: capture, evidence, pricing, quotation, sign-off, review, reporting, contractor submission and finance handoff. It is designed to sit alongside the systems you already use for the wider project.

No. Your business remains responsible for the notices, timescales and authority required by the contract. VariationDesk helps keep the operational and commercial record together, but it does not decide what the contract requires.

Field users work from assigned projects and a focused mobile flow. They can capture the instruction, evidence and quantities without needing access to internal pricing controls, workspace billing or advanced office settings.

Yes. The mobile app supports voice-assisted variation capture. The user speaks the detail, reviews the structured result and confirms it before the record is submitted.

Yes. The mobile workflow can hold queued records on the device and sync them when connectivity returns. External actions such as remote-link delivery still need a connection, and users should confirm that pending records have synced before signing out or clearing the app.

Yes. A field user can send the scope and evidence to the office. The office prepares and issues the quotation, records the decision and, once approved, continues the same variation into work and completion.

No. An authorised reviewer can receive a secure review link and respond without being added as an internal workspace user or paid seat. The link gives access to the relevant review page, not the rest of your workspace.

No. VariationDesk keeps evidence acknowledgement and monetary commercial approval separate. A site signature can confirm the evidence or work record without silently becoming authority for a price. Where commercial approval is required, it applies to the relevant current amount, scope and revision.

The amount can remain pending rather than being forced to £0. VariationDesk keeps 'not priced yet' separate from a genuine no-charge item so the office can resolve the commercial fact before invoicing or accounting handoff.

Yes. Office users can review the technician's submitted evidence and add or amend labour, material, plant and other commercial lines, including descriptions, quantities, units, rate-card matches, rates and VAT. The technician-captured evidence remains part of the original record.

Yes. The smart rate-card importer accepts Excel, OpenDocument and CSV files, detects the table and suggests which columns contain the item and price information. Your office reviews the matches before saving. There is no plan-based cap on individual rate-card line items.

Yes. The office workspace includes project and staff import tools as well as individual entry. Projects can then be assigned to the right users, and access groups can be used to control what different team roles can see and do.

A contractor can invite a subcontractor or supplier into limited, project-linked Connected Supplier access for that contractor relationship. The sponsored company can submit variations to the connected contractor, see contractor decisions and request an upgrade, but it is not given a full free VariationDesk workspace.

Yes. If the supplier becomes a full VariationDesk customer, its existing company identity and active contractor relationship can be retained. The full workspace can then be used across its other projects and customers while the connected Contractor Hub route continues where that relationship remains active.

No. Contractor Hub receives explicit submitted revisions for the connected contractor workflow. Private or non-submitted supplier records are not automatically exposed to the contractor, and submitted revisions keep their historical snapshot rather than being silently rewritten later.

VariationDesk has direct accounting connections for Xero, QuickBooks Online, Sage Accounting and FreeAgent. An authorised office user connects the chosen provider from the Accounting area. PDF and data exports remain available when a manual finance handoff is preferred.

The Overview shows the work that needs attention and key commercial values. Starter keeps reporting focused on essential totals; Growth adds monthly reporting; Business and Enterprise add deeper project, client, engineer, status, ageing, closure, SLA and bottleneck analysis.

Signed-in customers can raise and follow support tickets from the in-app Support Centre. If you cannot access the workspace, email support@variationdesk.co.uk. Assisted pilots also include guided onboarding support.

You apply without a payment card, complete a short setup call and use VariationDesk on selected live work for 30 days. Before the pilot ends, we review how the workflow performed and which paid plan fits your team.