Variations

A variation is a change to the agreed contract that your client has to accept before it counts. They live on the Variations tab of a project’s Contract, grouped by status, and an approved one becomes a line on the Approved tab automatically.

Raising one

A variation has a title, a price excluding VAT, a VAT rate and a description. Enter a negative price for an omission, work coming out of the contract. An omission goes to the client for a decision, and once approved it lands on the Approved tab as a credit, on account until you apply it to a stage payment.

On an unpriced draft, Generate price opens NavantoAI set up to price the variation against your catalogue and the project’s existing contract items. It works with you rather than answering blind, asking for measurements and specification where it needs them, and it saves the agreed price back to the draft only once you confirm; sending stays yours to do. Once a draft has a price you edit the figure by hand.

Sending and revoking

Send to client is available once a draft has a price, puts the variation on the client’s portal for a decision, and notifies them. While it is with the client its fields are locked; Revoke brings it back to draft, editable and ready to send again.

The client’s decision

The client sees Approve and Reject on their portal and can add a comment with either. The decision is final on their side: an approved variation joins the Approved tab and is locked, and a corrected version after that means a new variation. A rejected one becomes editable again, and saving it returns it to draft.

Until a draft has been sent, the client sees it listed as awaiting price, so they know something is coming without seeing an unfinished figure.

Recording a decision the client gave you outside Navanto

When the answer comes in a meeting or on the phone, an administrator can record it from the Variations tab. The confirmation states that this records a decision the client gave you outside Navanto.

A recorded decision is permanently attributed: your team sees it marked as made on behalf of the client, and the client sees it on their portal as made on their behalf, with the administrator’s name and the date.

Only administrators can delete a variation, and it takes more with it than the variation alone: the contract line promoted from it, that line’s stage payments and attachments, and the decision history all go too. The app spells this out before you confirm.