Create Project Variations

Overview

Video

Create a Variation

FAQs

 

Overview

Variations in Lentune record changes to project cost and/or contract value. They separate original budgets from change of scope, keeping your revised budget and margin accurate. Variations can also appear in payment claims as separate line items, ensuring you can claim all approved work and avoid missing revenue.

Video

Create a Variation

Open the Project

• From the homepage, click Projects, search for the relevant project, and double-click to open it.

Access the Variations Tab

• Within the project, click the Variations tab to view existing variations and create new ones.

Add a New Variation

• Click Add Variation to create a new variation record.

Enter Variation Header Details

• Variation Type:

  • Oncharge: Shows on payment claims and revises the budgets on the cost codes.

  • Internal: Does not show on payment claims and revises the budgets on the cost codes.

• If it is an oncharge variation, select the contract type:

  • Fixed Price: Put in a revenue amount (this is the amount you will charge your client and will show on the payment claim).

  • Cost-plus: Put in a budgeted margin % (this percentage will be added as a claimable amount to any costs incurred).

• Variation Number: Auto-generated, but can be edited.

• Description: Clear explanation of the work that will be completed. (Note: this will appear on the payment claim if it is an oncharge variation.)

• Customer Reference (for oncharge variations): Optional reference that appears on payment claims.

• Status:

  • Draft: Does not show on payment claims and does not revise the budgets on the cost codes.

  • Awaiting approval: Does not show on payment claims and does not revise the budgets on the cost codes.
  • No longer required: Does not show on payment claims and does not revise the budgets on the cost codes.

• • Approved: Shows on payment claims and revises the budgets on the cost codes.

  • Approval not required: Shows on payment claims and revises the budgets on the cost codes.

• Instructions: Optional internal notes.

Add Variation Line Details - these are for internal use and define how the variation impacts your budget and cost codes.

Click Add variation lines, then enter:

• Cost code

• Line reference (auto-generated but can be edited)

• Line description (optional)

• Budgeted amount (the amount that it will cost - this only shows internally)

• Link to purchase order or subcontract order (optional)
  
  • When a variation is linked to a subcontract order, it will automatically create a "Change Order" (variation) on the subcontract.
    
    

Import Line Items Using CSV

• For variations with many line items, use the import option to save time. Click Download Template, complete the Excel file with cost codes and amounts, then click Import to upload it. This method is recommended for more complex variations.
  
  

Save the Variation

• Click Save to finalise the variation.

All variation details remain editable until variations have been included in a payment claim (prepared or above status). If you need to edit the variation, but it has been included in a payment claim that already been prepared, then you would need to roll the claim back to draft status.

Once saved:

• Budgets update to reflect a revised total (if approved or approval not required status).
• Project margins recalculate automatically.

FAQ

Can I edit a variation after saving it?
Yes, all variation details remain editable until variations have been included in a payment claim (prepared or above status). If you need to edit the variation, but it has been included in a payment claim that already been prepared, then you would need to roll the claim back to draft status.

Will draft variations appear on payment claims?
No, only "approved" and "approval not required" variations are visible on claims.

Do variations affect my original budget?
No, variations only affect the revised budget.

What happens if I don’t create a variation?
Your project may show as over budget due to negative variances, and you risk missing revenue by not capturing all approved work in your claims.

Can I link a variation to a purchase order or subcontract order?
Yes, you can link variation lines (with cost codes) to purchase orders and subcontract orders, to help you keep track of your committed costs.

Can I create variations directly within the Head Contract?
Yes, you can either create variations from the head contract or the project view.

Last updated:  April 2026