One shared Cost Card per variation. The subcontractor submits, you assess line by line, the Variation Order issues.
Every variation arrives differently — an email, an Aconex transmittal, a PDF priced five different ways. Substantiation is scattered across inboxes. The register is a spreadsheet reconciled by hand: the subbie’s number, your number, the QS’s number.
And somewhere around VAR-030, a live commercial summary starts returning #REF!. It all lands at final account as a contested settlement.
Both parties work off the same time-stamped record — each side seeing its own lens, enforced at the database. Submitted, assessed and agreed positions live on one card, not three spreadsheets.
One variation, VAR-005, end to end — with the real numbers.
Structured line items — qty × rate, priced once. Substantiation attaches in five typed categories, so the backup is on the record before anyone asks for it.
Approve the line, approve it reduced, or reject it — with a written reason required on every difference. Internal approvals run to your delegation of authority, in order, to each approver’s limit.
When every line is terminal — approved or rejected, never pending — the VO issues as a formal letter from your legal entity. Figures frozen, reasons attached, audit trail complete. It cannot issue over an open line.
Procurement is digitised. Payment claims are digitised. VaryPro owns the record in between — and hands clean, agreed figures to the systems either side.