Quote variations allow you to make changes to an accepted quote after it has been converted into a job.
What is a master quote?
When you accept a quote and convert it to a job, that quote becomes the master quote. This is your baseline for all future variations. Each job can only have one master quote.
Once a job has a master quote, you cannot create additional standalone quotes on that job - only variations.
What is a variation?
A variation is a modification to your master quote. Each variation can:
- Add new line items (tasks or costs)
- Amend existing items from your current quote or job
- Update quantities, rates, or costs
- Change item properties (such as billable/non-billable status)
- Include unquoted items that were added directly to the job
Variations are cumulative, meaning each new variation builds on top of all previously accepted variations, not just the original master quote.
When a variation is accepted, the job budget and scope are automatically updated.
Differences between quotes and variations
| Quote | Variation | |
|---|---|---|
| When to use | Before job is confirmed | After quote is accepted and converted to job |
| Relationship | Standalone | Linked to master quote |
| Numbering | Q000001 | Q000001-V1, Q000001-V2 |
| Job limit | One master quote per job | Multiple variations per job |
| Audit trail | Single version | Complete history of all changes |
How variations maintain an audit trail
Variations preserve a complete history of all scope changes:
- Items that are removed are marked as Cancelled rather than deleted
- Items that are added are marked as New
- Items with changed quantities, rates, or unit price are marked as Reduced or Increased
- Items with property changes (like billable status) are marked as Updated
- Each variation is numbered sequentially (for example, Q000001-V1, Q000001-V2)
- All variation creation/acceptance/decline are timestamped with user attribution
- You can view the complete evolution of your project scope over time
This gives you professional documentation of scope changes and helps protect against disputes about what was originally agreed.
Variation statuses
Variations follow the same workflow as quotes:
- Draft – Not yet issued to the client
- Issued – Sent to the client for review
- Accepted – Client has accepted (job budget is automatically updated)
- Declined – Client has declined the variation