Trade office
Site variations: turn a verbal request into a traceable change
“Add another socket over there” sounds minor. By invoicing time, the quantity, price or link to the original job may be missing. A short change process makes additional work easier to discuss while everyone still understands the situation.
Separate the change from the original scope
Write down what differs from the agreed work and why. Is an existing item moving elsewhere, or is more work being added? Name the area and refer to the original line item. “Additional connection in kitchen, north wall” can be checked; “customer special work” remains unclear even weeks later.
Do not reconstruct quantities afterwards
Record quantity, unit and necessary photos on site while the situation is visible. The office adds pricing and clarifies assumptions. Two additional connections might involve not just material but another visit or reinstatement. Keep these elements separate from the original line so both the extra scope and its price remain understandable to the customer and office.
Keep the agreed version identifiable
Record which version was discussed or confirmed, and by whom. If the scope grows afterwards, clarify the new version too. Whether an approval is legally sufficient or establishes a payment entitlement depends on the contract and circumstances; a digital confirmation does not decide this automatically. Organisationally, it helps retrieve the people and details involved before an invoice is prepared.
Your business checklist
- Describe the change in relation to the original job.
- Record quantity, unit, reason and photos promptly.
- Agree price and assumptions before execution where possible.
- Keep the discussed version and participants traceable.