About This Automation
A change and variation register tracks scope changes on a construction project from initial request through pricing, approval, and budget update. Manual tracking across spreadsheets and email makes it easy to lose track of pending approvals and leaves budgets out of date.
The automated version logs each request, drafts variation orders once pricing arrives, and routes approvals without manual chasing. Budgets, site teams, and project files stay current as soon as a client signs off.
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.
Automation triggers the moment a scope change is reported by email or logged as a RFI.
The intake reads the request, checks it against contract scope, and opens a new register entry.
The new entry, including status and scope summary, is written directly into the master register.
Once a subcontractor cost estimate is received, the drafting produces the variation order with cost and schedule impact.
The approval routes the draft for internal sign-off then sends it to the client for signature.
If the client has not responded within the set window, an automatic reminder goes out until it is signed.
Once approved, the site supervisor is notified so work on the change can proceed.
The final signed document is confirmed and filed against the project record.
Most popular tool stack used
— the complete tool combinations companies use
Procore
Microsoft Excel
Gmail
Xero
SlackWhat 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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