Change Orders and Variations

When the scope of a job changes after your client has accepted the quote, the change needs to be priced and agreed. In Sammy you raise a variation from the job. If the quote hasn't become a job in Sammy, there are two other ways further down.

Raise a variation from the job#

Sammy now has proper variations. When the client asks for something extra, or you find something on site that changes the work:

1. Open the job and tap Add a variation.
2. Pick the reason and how many working days it adds, describe the change, and tap Create variation.
3. Tap Send variation. Your client reads it online and accepts it, just like a quote.

Each variation is numbered from the job (JN-0001-V01, JN-0001-V02, and so on) and states the reason, the time impact and what it adds to the job's total. When the client accepts, Sammy adds it to the job's contract sum, and you invoice it on its own with Claim variation. The original quote isn't touched.

For the full steps, see Raising a variation when the job changes.

Variations live on jobs. If the quote hasn't become a job in Sammy, use one of the options below.

No job? Two other ways to handle a change#

Option 1: Edit the estimate in place#

For small changes, update the existing estimate.

1. Open the estimate from Projects.
2. Make your changes: add lines, adjust quantities or rates, or remove anything that's no longer needed.
3. Send the updated proposal to your client.

Best for: small adjustments where you don't need to keep the original scope.

Note: this changes the original estimate. If you need a record of what was first agreed, use Option 2. (If the estimate has already become a job, the job keeps the version the client accepted as its budget, so editing the estimate doesn't change the job.)

Option 2: Duplicate and send the change separately#

For bigger changes, or when you want to keep the original as a record, duplicate the estimate first.

1. Open the original estimate.
2. Tap Actions (on a computer it's in the bottom-right corner), then Duplicate to make a copy.
3. Open the copy and add the new work, or change what's different. Sammy can help.
4. Give it a clear title, like "Deck project: pergola added".
5. Send it to your client as a new proposal.

Best for: significant scope changes where you want both the original and the change on record.

Locking lines you don't want Sammy to touch#

When you ask Sammy to rework a copy, lock the lines and groups that aren't changing. Click the lock icon next to a line or group, and Sammy leaves it alone when he makes changes. You can still edit locked lines yourself.

Tips for managing changes#

Say what's changed#

Whichever way you send it:

• Explain what's changed in your message to the client.
• Mention the original quote.
• Be clear about the extra cost, and any extra time.

Example message:

"Hi Sarah, following our chat about adding the pergola, here's the variation. It adds $4,200 to the original quote and about three days to the job. Have a look and let me know if you have any questions."

Get it agreed before you start#

Get the client's acceptance before you do the extra work. A variation or proposal they've accepted in Sammy is on record, with who accepted it and when. A "yeah, go ahead" on site is hard to rely on if there's a disagreement later.

Name things clearly#

If you're using duplicates, keep the names easy to follow:

• Original: "Deck project"
• Change 1: "Deck project: pergola added"
• Change 2: "Deck project: extra steps"

Related articles#

• Raising a variation when the job changes
• Running a job: contract, plan and status
• Can I edit a proposal after sending?
• Create Your First Estimate
• Send Your Estimate as a Proposal