Free variation register template

Log every contract variation with its number, description, who instructed it, the date, the status, the value claimed and approved, and the days of time impact. The register totals each column and splits the totals by status. No sign-up.

  • No account needed
  • Numbers variations for you
  • Totals by status
  • Claimed and approved value
  • Export Excel, CSV and PDF

Variation Register Template

Loading the variation register…

What a variation register is

A variation is a change to the work under a construction contract: something added, removed or changed after the contract was signed, usually directed by the client or the superintendent. Many contracts call it a variation; others call it a change order.

A variation register lists every variation with what changed, who instructed it, where it stands, the value claimed and agreed, and any time impact. It shows how far the contract sum has moved, and it is what you reconcile against when the final account is settled.

When to log a variation

  • The client or superintendent directs extra work, or deletes work, after the contract is signed.
  • An RFI answer changes the design and the work costs more or less.
  • Site conditions force a change that the contract treats as a variation.
  • A subcontractor claims a variation that you need to pass on or assess.
  • At every progress claim, to check which variations can be claimed and which are still pending.

How to keep a variation register

  1. 1. Set the contractEnter the project, the contract and the currency. Every value column shows that currency in its heading.
  2. 2. Add each variationEach new variation gets the next number (VAR-001, VAR-002 …). Describe the change, who instructed it and the date.
  3. 3. Record the claimEnter the claimed value and the time impact in days. Enter a credit for deleted work as a negative number.
  4. 4. Update the statusMove each variation from Pending to Submitted, then Approved or Rejected. Enter the approved value when it is agreed.
  5. 5. Check the totalsThe summary shows the totals and splits them by status, so you can see what is approved, what is submitted and what is still pending.
  6. 6. ExportExport Excel or CSV for the progress claim, or print the register to PDF for the client meeting.

Variation register fields explained

Project and contract

ProjectRequired
The project the register covers.
Project number
Your job or contract number.
Contract
Which contract the variations fall under, if you run more than one.
CurrencyRequired
The currency of every value in the register, shown in the column headings.
Register kept by
Who maintains the register.

Variations

Variation number
Filled in automatically (VAR-001, VAR-002 …). You can type your own numbering instead.
DescriptionRequired
What changed, in a line.
Instructed by
Who directed the change, for example the superintendent or client.
Date instructed
When the instruction was given.
Status
Pending (being priced), Submitted (claim sent), Approved or Rejected.
Claimed value (AUD)
The amount you claimed. Enter a credit (an omission) as a negative number.
Approved value (AUD)
The amount agreed or certified. Leave it blank until it is approved.
Time impact (days)
Days of extension claimed for the change, in days. Use 0 when there is no time impact.
Instruction reference
The site instruction, email or RFI that directed the change.
Notes
Pricing basis, negotiations and anything still open.

Sample variation register

Six variations on a residential build, including a credit and a rejected variation. Load them to see the totals by status.

Variation register — Riverside Apartments: Variations
Variation numberDescriptionInstructed byDate instructedStatusClaimed value (AUD)Approved value (AUD)Time impact (days)
VAR-001Lower Stair 2 landing to suit beam B14Superintendent8 Oct 2026Approved4,850.004,200.000
VAR-002Additional basement drainage pit and 15 m of pipeClient14 Oct 2026Approved12,600.0012,600.002
VAR-003Upgrade lobby floor tiles to client selectionClient22 Oct 2026Submitted18,400.003
VAR-004Delete roof-top planter boxesSuperintendent27 Oct 2026Pending-6,300.000
VAR-005Relocate hydrant booster 3 m eastFire Design Co3 Nov 2026Pending1
VAR-006Acoustic ceiling to gym (client request)Client5 Nov 2026Rejected9,750.000.002

Free variation register or TaskRox cost control

The free register is a list you keep yourself in one browser. In TaskRox, variations sit on the head contract and on each subcontract commitment, inside cost control.

Free variation register template

  • One register for one contract
  • You type the status
  • Totals in this register
  • Variation numbers in this log
  • Export to Excel for the progress claim

TaskRox cost control module

  • Variations on the head contract and on every commitment: subcontract, purchase order or letter of intent
  • Pending, approved or rejected, with an approval chain for commitment variations
  • Each commitment variation is split across budget cost codes, so the budget and forecast move with it
  • A reference unique within each contract
  • Head-contract and subcontract claim lines link to the variations they include

What the TaskRox cost control module does not do today

  • It has no Submitted status: a variation is pending, approved or rejected.
  • It keeps one value per variation, not separate claimed and approved values.
  • It has no time-impact (extension of time) field.
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Variation register questions

Is this variation register template really free?

Yes. There is no account, no trial period and no download. Open the page and start typing. You only need a TaskRox account if you want to run the variation register with your team inside a project; that starts with a 14-day free trial, no credit card.

What should a variation register include?

A unique number, a description of the change, who instructed it and when, its status, the value claimed, the value approved and any time impact. The instruction reference ties each variation back to the site instruction, email or RFI that started it.

How do I enter a credit for deleted work?

Enter the value as a negative number, for example -6300. Totals subtract it. Accounting brackets such as (6,300) and currency signs are also understood.

Can I use a currency other than Australian dollars?

Yes. Choose the currency in the project details. Every value column shows it in the heading, and the exports carry it too. One register uses one currency.

What is the difference between claimed and approved value?

The claimed value is what you priced and submitted. The approved value is what was agreed or certified, which may be less. The register totals both, overall and by status.

What is a variation in construction?

A change to the contracted work after the contract is signed: an addition, an omission or a change in what is built or how. The contract sets out who can direct a variation and how it is valued.

How many variations can it hold?

Up to 500 variations in one variation register. For a larger register, or one the whole team edits at once, use the TaskRox module it is based on.

Where is my variation register saved?

In your browser's local storage on the device you are using. It saves automatically as you type and is not sent to TaskRox. Clearing your browser data deletes it, so export a CSV or Excel copy, or copy a share link, if you want a backup.

Can I open it in Excel or save it as a PDF?

Yes. Export an Excel workbook (.xlsx), a CSV file for Excel or Google Sheets, or a PDF through your browser's print dialog. Every export carries a small line naming the free tool. You can also import a CSV back in, for example a variation register you kept in a spreadsheet.

How do I share the variation register?

Choose Share and copy the link. Everything is packed inside the link itself, after the # sign. Browsers do not send that part of a link to a server, and the TaskRox page analytics are set to ignore it. Anyone with the link opens their own copy to edit; your copy does not change.

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