Workflow Template

Variation Request and Approval Workflow

Captures a scope variation request on a trade job, routes it through project manager pricing review, optional requester revision, and client approval, tracking status throughout and notifying all parties at each stage.

Trade jobs often stall when a scope variation gets stuck in email threads between the requester, the project manager and the client, with no clear record of who approved what. This workflow captures the variation request on a public form, routes it through project manager pricing review, allows the requester to revise details if needed, and sends it to the client for approval, updating status and notifying everyone at each stage. It runs for project managers, requesters and clients without any of them needing a login.

Business Outcomes

Helps cut back-and-forth emails on scope variations
Makes it easier to see where a variation request stands at any time
Supports faster client sign-off on priced variations
Reduces manual chasing between requester, PM and client
Keeps a clear timeline of decisions and comments on each variation

Workflow Steps

Steps

1
Create Variation Recordcreate record
Registers the submitted variation request as a record.
2
Set Status: Submittedupdate record
Sets the variation status to Submitted.
3
Send Acknowledgement Emailsend email
Emails the requester an acknowledgement with their reference number.
4
Set Status: Pricing Reviewupdate record
Sets the variation status to Pricing Review.
5
PM: Check Scope and Pricecreate task
Project manager reviews the scope and price and records a decision with comments.
6
Save PM Decisionupdate record
Persists the project manager's decision and comments to the record.
7
Route on PM Decision
Routes based on the project manager's decision.
pm_decision: "Send to client"→Set Status: Awaiting Client
pm_decision: "Changes needed"→Set Status: Revising
pm_decision: "Not a variation"→Set Status: Closed - Included in Scope
Default→End
8
Set Status: Revisingupdate record
Sets the variation status to Revising.
9
Requester: Update Variationcreate task
Requester updates the change, extra cost and time impact based on PM comments.
10
Save Revised Detailsupdate record
Persists the requester's revised change, cost and time impact to the record.
11
Loop Back to Pricing Reviewrestart from step
Restarts the workflow from the pricing review stage for another look at the revised variation.
12
Set Status: Closed - Included in Scopeupdate record
Sets the variation status to Closed - Included in Scope.
13
Email Requester: Not a Variationsend email
Emails the requester the PM's comments explaining the change is already included in scope.
14
Set Status: Awaiting Clientupdate record
Sets the variation status to Awaiting Client.
15
Request Client Approvalrequest external input
Sends the client a form to approve or reject the priced variation and waits for their response.
16
Save Client Decisionupdate record
Persists the client's decision and comments to the record.
17
Route on Client Decision
Routes based on the client's approval or rejection of the variation.
client_decision: "Approve"→Set Status: Approved
client_decision: "Reject"→Set Status: Rejected
Default→End
18
Set Status: Rejectedupdate record
Sets the variation status to Rejected.
19
Email Requester: Rejectedsend email
Emails the requester the client's comments on the rejection.
20
Set Status: Approvedupdate record
Sets the variation status to Approved.
21
Email Client: Confirmationsend email
Emails the client confirming the variation has been approved.
22
Office: Add Variation to Job and Invoicecreate task
Creates a fire-and-forget task for the office to add the approved variation to the job and invoice.

Fields

Show all 17 fields

FormJob Variation Request

Requester Name*· Text
Requester Email*· Email
Job Reference*· Text
Client Name*· Text
Client Email*· Email
Site Address*· Text
Change to the Work*· Long text
Reason*· Choice
Photos or Drawings· File upload
Extra Cost*· Number
Time Impact (days)*· Number
Must Work Stop Until Approved?*· Choice

TaskPM: Check Scope and Price

PM Decision*· Choice
PM Comments· Long text

Other fields

Variation Status· Choice
Client Decision*· Choice
Client Comments· Long text

Requester Name*
Requester Email*
Job Reference*
Client Name*
Client Email*
Site Address*

Forms

Job Variation Request

12 fields

Data Views

Variations Overview

job_reference, client_name, reason, extra_cost +2 more

Dashboard Widgets

Variations by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

variation request and approvaltradetrades

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Similar Categories

Operations Management

FAQs

How do I set up this workflow for my team?

Publish the template in your workspace and it's ready to run straight away, with no installation or development project needed. You can then share the public request form link with requesters, or point them to it from your own site or emails.

Who needs to be added as a workspace user?

Add your project managers and office staff as workspace members so tasks like pricing review and job/invoice updates can be assigned to them. Requesters and clients never need an account — they take part through the public request form and emailed forms.

What happens if the project manager decides changes are needed?

The record status moves to Revising and the requester gets a task to update the change, extra cost and time impact based on the PM's comments. Once they submit it, the workflow saves the revised details and loops back to pricing review for another look.

What if the PM decides the work is already included in scope?

The status is set to Closed - Included in Scope and the requester is emailed the PM's comments explaining why it isn't a chargeable variation. This keeps a clear record of the decision and reasoning on the request timeline.

How does client approval work if the client doesn't have a login?

The client receives a form by email asking them to approve or reject the priced variation, with space for comments. The workflow waits for their response and saves the decision and comments directly to the record.

What happens after a client approves or rejects a variation?

If approved, the status is set to Approved, the client gets a confirmation email, and a task is created for the office to add the variation to the job and invoice. If rejected, the status is set to Rejected and the requester is emailed the client's comments.

Can I change the request form fields or wording of the emails?

Yes. Describe the change you want in plain English, or edit the steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can review what changed.

How is the record's status tracked through the process?

Each variation request is a record with a reference number, a status, and a timeline showing what happened at each step, from Submitted through Pricing Review, Revising, Awaiting Client, and on to Approved, Rejected, or Closed. Table views and dashboards show all variation records grouped by status.

Is the office task for adding the variation to the job and invoice tracked?

The office task is fire-and-forget, meaning the workflow doesn't wait for it to finish. The Added to Job and Added to Invoice values entered on that task are shown in the record's task list rather than on the main record.

Does this workflow handle invoicing or accounting directly?

The workflow creates a task for office staff to add the approved variation to the job and invoice, recording that action was taken. Each business should confirm its own invoicing and record-keeping obligations separately.

Ready to use this workflow?

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