Review variations and create evidence packs

Start with the priority, not the oldest screen

Use status and review indicators to focus on records that need action: high-value work, missing evidence, outstanding signatures, rejected quotations or items waiting too long.

• Open the variation rather than deciding from the dashboard summary alone.
• Check the project, client and commercial route first.
• Read the latest status history so you understand what has already happened.
• Use Reports for ageing and bottleneck analysis instead of overcrowding the Overview page.

Check the evidence against the claim

The evidence should support the scope and quantities being presented. More attachments are not automatically better if they do not show the right thing.

• Instruction and reason are clear
• Photos show the location and relevant condition
• Quantities and units match the item lines
• Signer or remote reviewer details are complete
• Files open correctly and relate to the same work

Resolve commercial issues before approval

Correct rate lines, tax treatment and customer-facing descriptions before marking the record ready. Use structured rejection reasons when the work cannot proceed.

• Replace an unsuitable custom line with an approved rate where appropriate.
• Check the final net, VAT and gross value.
• Record a rejection reason that helps the site team or estimator respond.
• Keep internal review comments separate from customer-facing content.

Generate the evidence PDF

Create the PDF after the record is complete enough to share. The pack should present a consistent summary rather than act as a substitute for missing evidence.

• Check company branding and customer details.
• Confirm the visible notes, values and approval information.
• Open the generated file before sending or exporting it.
• Regenerate the document after a material correction.

Approve, export or return for action

The final office action should reflect what is genuinely ready. A PDF can be downloaded even when an accounting connection is not yet available, while accounting sync should wait for an approved value.