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How to Create Project Variations in Lentune

Everything you need to know to capture, build and manage project variations.

Overview

How variations work in Lentune

When to charge your client for a variation

How to create a new variation

1. Set the Variation Header

2. Add Variation Lines


Overview

In Lentune, variations let you stay on top of any changes to your project scope, whether you’re adding new work, removing something, or adjusting how it’s done.

When you create a variation, it automatically updates your project budget and contract values, so everything stays accurate and in sync.



How variations work in Lentune

Once you've agreed on a scope change with your stakeholders, it's time to create a variation in Lentune. Each variation is made up of two parts: the variation header and the variation lines.

The variation header includes a Variation Order number (VO#), a description, and a submittal status. If you're charging your customer through a Head Contract, you'll also set a revenue value and contract type. Once that's done, you're ready to build out the budget for the variation.

That's where variation lines come in. These define the budget breakdown of your variation. At a minimum, each variation line needs a cost code, a reference, and a budgeted amount. If a subcontractor is delivering the work, you can also select the relevant subcontract. Lentune will automatically create a Subcontract Change Order (SCO) on that subcontract.

The total of all your variation lines makes up the full budget for the variation.


When to charge your client for a variation

When adding a variation, you can choose whether or not to charge your client.

You'll typically charge for a variation when the client has requested changes, like a design tweak, a new deliverable, or an upgrade to the original scope.

On the other hand, if the change is needed due to a mistake, rework, or an internal shortfall (such as a subcontractor not delivering within budget), you might absorb the cost instead.


    How to create a new variation

    You can create a new variation from both the Project and the Head Contract. Navigate to the Variations tab and select: Add variation. You'll then go through a clear, two-step process:

    1. Set the Variation Header

    First, decide if this variation is chargeable or internal:

    • If it’s chargeable, Lentune suggests a VO#, you can accept it or customise it.
    • If it’s internal, Lentune will prefix the VO# with “INTVO” to mark it as an internal variation.

    For chargeable variations, you’ll also need to:

    • Set a Revenue Value (the price of the variation), which can be positive, negative, or zero
    • Choose a Contract Type (usually matching your Head Contract type)
    • Optionally add a Customer Reference

    On the head contract payment claim, the Reference, Description and Revenue value are shown to your customer.

    Set a Description, capturing what trades are being executed on this variation, as well as a Submittal Status. The default submittal status is “Approved”. Any instructions you add here are for internal use only.

    If you want to learn more about statuses, check out our [submittal status guide].”

    2. Add Variation Lines

    Now it’s time to build the budget for your variation. You can do this by clicking the + Add Variation Line button or importing lines from a spreadsheet.

    Each variation line needs at least a Line Reference and a Cost Code. Lentune will suggest a reference (e.g. VL-001), but you’re free to customise it.

    You can use multiple lines with multiple cost codes to build the budget for that variation. Just make sure the cost codes already exist on the project’s main budget.

    When you enter a Budget Amount on the variation line, it automatically updates the revised budget for that cost code and the overall revised budget for the project.

    If the work on a variation line will be completed by a subcontractor, you can assign the Subcontract and set an Appointed Cost. Lentune will then create an SCO (Subcontract Change Order) for you, using that Appointed Cost as the SCO amount. This can differ from the line’s budget value.

    Note: There’s currently no committed cost for a variation line unless it’s linked to an SCO. That’s the only commitment Lentune can track against a variation.

    If you’re raising a Purchase Order for a variation, code it to the project cost code. When the invoice comes in, you’ll also be able to link it to the variation line from the Check screen.

    Need more details? Check out our FAQs on the variations workflow.


    Got more questions? We hope this article gave you what you needed, but if you want more info or need to chat, flick us an email at support@lentune.com.

    Have an awesome day!

    Last updated: 25 June 2025