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Sitestack

In every plan

Get variations certified before the work starts

Raise a variation with its cost, VAT treatment and time, and send it to the client or a consultant. Their answer is recorded with their name and the date, so you start work with it agreed.

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Best for: Contractors who do extra work on a verbal go ahead and then argue about it at the final account. In every plan, nothing extra to pay.

Raise it with the facts

  • Addition, omission or substitution

    Choose the kind. An addition adds to the price, an omission takes off, and a substitution can go either way.

  • Cost, basis and time

    Record the amount, how it is valued (quotation, contract rates, daywork or fair valuation) and the days claimed. Attach a location and link the instruction it comes from.

  • VAT treatment, as you record it

    Pick standard, reduced, zero, domestic reverse charge or outside the scope. Sitestack records your choice. It does not work out VAT.

Choose who certifies it

  • The client

    The client signs or declines. They can sign on their phone, with their name and signature.

  • A consultant alone

    A consultant certifies the value, and that agrees it. The client is not asked to sign and does not see it.

  • A consultant, then the client

    The consultant certifies first. Then you send it on for the client to sign.

  • Pick from your directory

    Choose the consultant from the job's parties or your company directory, or type a name and email. The usual certifiers, such as the contract administrator and architect, come first.

The real app

The whole route, step by step

Big buttons on site. Tables, filters and every record side by side in the office.

  1. Step 1. Raise and price the variation

    The raise a variation form on an office screen, filled in with a title, description, cost of 3,450 pounds, a note and the route a consultant then the client, with the consultant picked from the job's parties.
    At the desk. Choose addition, omission or substitution, enter the cost and a note, and pick who certifies it.
    The raise a variation form on a phone, with the same details and the consultant chosen from the job's parties.
    On the phone. The same form on a phone. The link goes to the consultant's email.

  2. Step 2. It is with the consultant

    The variation on an office screen with its stage, with Joanna Pryce to certify then the client, its price, VAT treatment, time claimed and agreed valuation.
    At the desk. The team sees where it is, who has it, what was valued and how, and can email the link again.
    The same variation on a phone, showing it is with the consultant, its price and the valuation.
    On the phone. The same stage on a phone.

  3. Step 3. The consultant opens their private link

    The variation certificate page on an office screen, with the job, the title, the scope, the cost and buttons to certify or reject, opened with no login.
    At the desk. The consultant sees the scope and the cost on a private page, with no login, and certifies or rejects.
    The same variation certificate page on a phone, with certify and reject buttons.
    On the phone. The same page on the consultant's phone.

  4. Step 4. Certified, ready to send to the client

    The variation on an office screen showing certified by Joanna Pryce with the date and her note, and a button to send it to the client.
    At the desk. The certificate is recorded with the consultant's name, the date and their note. You send it on when you are ready.
    The same certified variation on a phone with the certification and the button to send it to the client.
    On the phone. The same step on a phone.

  5. Step 5. The client signs

    The client's view of the variation on an office screen, with a panel to sign to accept, location confirmed, a drawn signature and a box for their full name.
    At the desk. The client signs with a drawn signature and their name. Their location and the time are recorded with it.
    The client's view of the variation on a phone, with the sign to accept panel.
    On the phone. The client can sign on their phone.

  6. Step 6. The finished record

    The variation on an office screen once signed, showing signed by Emma Walker with the date and time, her signature, and the location, IP address and device it was signed from.
    At the desk. The finished record: signed by the client with the date, time, signature and where it was signed.
    The signed variation on a phone, showing the signed by the client status.
    On the phone. The same finished record on a phone.

Screenshots show demo data.

Plain words

What it does and does not do

What it does not do. Sitestack records who certified or signed a variation, and when. It does not tell you whether a variation is valid under your contract, and it is not accounting software. VAT is as you have recorded it. Check your own contract and take advice where you need it.

Questions

Variations: what people ask

Can a consultant certify a variation without a Sitestack login?
Yes. They use a private link sent by email. Consultant logins are free in any case, but they do not need one to answer.
What is the difference between the three routes?
Client: they sign or decline. Consultant: the consultant's certificate agrees it and the client is not asked. Consultant then client: the consultant certifies, then the client signs.
Does Sitestack stop the work until it is certified?
No. It records the answer and shows each variation's stage, such as with the consultant, certified or signed. Holding the work until then is your decision.
Does it calculate VAT on a variation?
No. You record the VAT treatment and Sitestack shows it as you entered it. It does not work out the VAT.
Is the signed variation a legally valid instruction?
Sitestack keeps the signature, name and time. Whether that meets your contract's requirements is for you and your advisers.
Does it replace contract administration software?
No. Variations are in every plan. If you run JCT or NEC4 contract administration, payments and cost, that is the Contracts and Money add-on.

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