The proof is scattered
Photos, notes, prices, and customer conversations end up split across devices and message threads.
Beta for residential trades
Stop doing extra work that never gets billed.
Capture site changes, upload evidence photos, send a customer approval link, and keep timestamped proof before extras become awkward to charge for.
Site evidence
Photos and notes
Customer sign-off
Approval links
Proof trail
Timestamped records
Customer approval preview
Variation sent
Bathroom pipework change
Additional boxing, tiling, and pipework captured before the extra is approved.
SubtotalGBP 780.00
VAT 20%GBP 156.00
TotalGBP 936.00
Evidence photos
3 uploaded
OK
Proof pack ready after approval
The decision, price snapshot, photos, and timestamp stay attached to the variation.
Link viewed
Today
Record
PDF ready
Built for the teams
that get asked for “one more thing.”
Variation Vault helps small residential trades and service teams capture extra work, get approval, and keep proof before billing gets awkward.
The problem
Extras get agreed casually. Proving them later takes too long.
The timing gets awkward
By the time the work is finished, it is harder to explain exactly what changed and why.
How it works
A simple approval loop for residential site changes.
Capture the extra
Create a variation while the detail is fresh, with price, VAT, notes, timing impact, and photos.
Send approval
Share a focused approval link so the customer can review the extra before it gets lost in messages.
Keep the proof
Store the decision, timestamp, evidence, and proof pack with the job record.
Features
Built around approval, evidence, and proof. Nothing bloated.
Photo-backed changes
Attach site photos to the exact extra they support, instead of leaving proof scattered in a camera roll.
One clear customer page
The customer reviews the reason, photos, pricing, and approval statement from a secure link.
Timestamped decision trail
Link creation, email delivery, customer views, and decisions stay connected to the variation.
Proof pack PDF
Approved extras can be downloaded as a clean record when you need to explain what changed.
Security and trust
Approval pages are focused on the customer decision, not the back office.
Customer links are designed to show the variation, evidence, price snapshot, and approval statement. Media evidence is served from private storage using signed URLs, and approval events keep a timestamped product record. It is a record for review, not a promise that every disputed extra will be accepted.
Private mediaSigned URLs
Approval trailTimestamped
Proof packDownloadable