VariationDesk connects the field record with office pricing, quotation, approval, reporting and finance preparation. It stays focused on additional work rather than trying to replace the rest of your project-management or accounting software.
Technicians and supervisors record the instruction, evidence and quantities against an assigned project using a guided mobile flow or voice-assisted capture. Photos, files, GPS context and signatures stay with the record, and capture can continue when connectivity is poor.
Guided + voice capture · photos · files · GPS · signatures · offline sync
Project and commercial teams can import projects, rate cards and staff, review submitted evidence, finish missing resources or pricing, prepare quotations, manage approvals and use reports without exposing those controls to every field user.
Projects · smart rate imports · commercial review · reports · templates · access groups
Customers and authorised reviewers can respond to the relevant quotation or variation through a controlled link. They do not need to be added as an internal paid user, and the response remains tied to the exact record being reviewed.
Remote review · amount-bound decisions · verification · time-limited access
The office can create branded evidence PDFs, keep approval and export history, and hand checked variations into Xero, QuickBooks Online, Sage Accounting or FreeAgent from the Accounting area.
Evidence PDFs · CSV · Xero · QuickBooks Online · Sage Accounting · FreeAgent
Connected contractor workflow
A contractor can invite a subcontractor into limited, project-linked Connected Supplier access. The supplier can submit variations and see decisions for that relationship without being handed a full free VariationDesk account.
The contractor receives explicit submitted revisions for connected projects. Supplier records that have not been submitted remain outside that contractor view.
A submitted snapshot is not rewritten later. Withdrawal and resubmission keeps the earlier revision and creates the next revision for the changed record.
If a sponsored supplier later becomes a full VariationDesk customer, its existing company identity and active contractor relationship can continue into the full workspace. It can then use VariationDesk across its other work while retaining the connected contractor route.
One connected lifecycle
That matters most when a quotation is approved, work continues and the final evidence needs to stay connected to the original request.
The field user starts one record against the correct project and instruction.
Proceed to evidence and acknowledgement, or ask the office to prepare a quotation before work begins.
The office checks the evidence and can finish missing resources, quantities, units or pricing before making the commercial decision.
Approved quotation work continues on the same variation, with final evidence added as the job progresses.
Finance receives a checked value and supporting record instead of rebuilding the job from messages and attachments.
A useful demo follows one realistic variation from mobile capture through office pricing, approval, evidence review and finance handoff instead of showing a collection of disconnected screens.
