How to stop approved extra work disappearing before invoicing

Prevent extras disappearing by giving each requested change a record, decision, work reference and billing outcome. A photo or message saying ‘did extra work’ is not enough to establish what was agreed or what should be charged.

Explore the wider projects and job delivery guides for the steps around this decision.

Suggested extras register

Field	Purpose
Job/quote reference	Joins the addition to original scope
Requested change	Describes the extra clearly
Requested by and date	Preserves context
Revised price/timing	Makes the consequence visible
Confirmation	Records the appropriate customer decision
Field completion	Shows what actually happened
Invoice outcome	Billed, included in revision or otherwise resolved

This is an editorial record template. It does not claim an automatic or legally binding JobDiary approval function.

An illustrative project exception

A customer requests removal of an additional bed. The crew records the request before proceeding. The owner confirms price and timing, the customer agrees the change through the supported method and the crew records completion. The office can then distinguish it from the original planting scope.

If the customer has not agreed the additional charge, resolve that decision rather than assuming the invoice can create agreement afterwards. Use current consumer-service guidance and suitable contract advice where necessary.

Review unresolved extras

Before invoicing, check additions with no confirmation, no completion record or no invoice outcome. Assign one person to close each exception. Record reasons when work is included without an additional charge so the internal cost review remains honest.

JobDiary keeps project and work records together. The discipline is preserving the decisions between them, not merely adding more unstructured notes.

Connect this to the next step

Continue with How to hand a project from the office to the site crew. If the next issue is elsewhere in the workflow, use How to calculate profit on a trades job.

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