About This Automation
Variation and change management tracks requests from clients and site supervisors, assesses their financial and schedule impact, collects approvals, and updates project records. Manual handling across email, spreadsheets, and documents creates delays, lost requests, and inconsistent data.
Automation routes variation requests to the right approvers based on cost thresholds, calculates impacts automatically, tracks approval status in real time, and updates all project systems at once. The result is faster approvals, fewer errors, and a complete audit trail.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
A new variation request is logged or received via email and automatically captured by the automation platform.
The automation creates a new variation record with requestor, description, date, and initial scope details automatically populated from the submission.
The automation reviews historical project data, material costs, labour rates, and the project schedule to calculate cost and schedule impacts. Results are logged in the variation record.
The automation sends a structured approval request via email and to the client, contract administrator, and internal approvers with all cost and schedule data embedded.
Approvers respond via email or a linked approval form. Responses are automatically logged and tracked in real time.
Once all approvals are received, the automation generates a formal change order document and sends it for electronic signature collection from the client and stakeholders.
The signed change order is automatically filed, and the variation details are pushed, the budget spreadsheet, and the project schedule in real time.
A confirmation message is sent to the site team and relevant departments with the approved change, new budget allocation, and any schedule impacts.
Most popular tool stack used
— the complete tool combinations companies use
Monday.com
Gmail
Adobe Sign
Google Sheets
Slack
Google DocsWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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