Monthly
7-day free trial
€19.99/month
For trades who want to stay flexible.
- Jobs and customer records
- Capture extras with photos, price and VAT
- Customer approval links
- Approval and completion proof records
- Proof PDFs
Job extras approval for trades
Get paid for the extras. Without the awkward conversation.
Snap the extra, set the price, text the customer a link. One tap and their yes is on record — so “I never agreed to that” stops costing you money.
- No card to start
- Works from your phone on site
- Nothing for the customer to install
- Keep using your existing tools
“…extra €400 on one job.” — John, carpenter
Built for these trades
If customers ask you for extras mid-job, this is for you.
Job extras
The extra was easy to agree. It's the bill that's hard.
"Yeah, go ahead" on a Tuesday. Then the invoice lands and suddenly it's "I don't remember agreeing to that." Now you've got two bad options: eat the cost, or fight for money you already earned.
Variation Vault is an app on your phone that gets every extra approved in writing before you bill it. It keeps the extra, the price, the photos and the customer's approval together on the job — so when the invoice goes out, there's nothing left to argue about.
One written-off extra costs more than a year of Variation Vault.
Mary O'Brien
Kitchen fit-out · Orwell Road
While you're here — could you do the hallway as well?
10:22
Yeah, no bother. I'll sort it.
10:24
Perfect, thanks a million 👍
10:25
Just looking at the invoice — I thought the hallway was included?
18:41
However it comes up
Two ways an extra comes up. One way to handle it.
You spot it
“While I'm here, that cable's perished.”
You see work the customer never would. Send the price before you start — and get paid for what you'd normally swallow.
They ask for it
“While you're here, can you sort the hallway too?”
Don't kill the goodwill saying no, and don't do it for nothing. Send the price, they tap approve — you stay the good guy and get paid.
Either way — take a photo, set the price, send the link, get the yes on record.
How it works
From “just add it” to approved — in three steps.
1
Set up the job
Customer, address, what was quoted. Two minutes, once per job.
2
Capture the extra
On site, on your phone: take the photos, type the price, add the VAT. Done before the kettle's boiled.
3
Send the link
Text it, WhatsApp it, email it. The customer taps Approve — and the yes is saved with the date and time, attached to the job forever.
Start free trial
Start free — no card needed · Full 7-day access · Nothing to cancel if it’s not for you
Watch it happen
The whole thing, start to finish, in well under a minute.
Log the extra, send the link, get the yes. No voiceover, no edits — just the app doing the job.
Recorded from the real app on demo data. Silent — nothing to listen to.
What the customer sees
The link does the awkward part for you.
You never have to chase, justify, or argue the price face to face. You send a link. The customer sees the work, the photos, the cost and the VAT — and taps Approve. To them it feels like a normal confirmation, not a confrontation.
One link, sent by text, WhatsApp or email
They see the photos, the price, the VAT, the timing
One tap to approve or reject — no app, no account, no password
The decision saves itself to the job
See what your customer sees →
Opens a live sample approval page — tap Approve yourself.
Proof & billing
Every approved extra becomes proof you can bill on.
Each approval is saved with the timestamp, the photos, the notes and the price — so the extra is ready to add to your invoice, and easy to back up if anyone ever questions it.
Timestamped yes
The exact date and time the customer approved, on record.
Photos attached
Site photos stay pinned to the extra, not lost in a camera roll of 4,000 pictures.
Proof PDF
One tap pulls a clean proof pack for your records, your accountant, or a stubborn customer.
Ready to bill
Approved extras carry the price and VAT, ready to drop into your invoice.
Start free trial
Start free — no card needed · Full 7-day access · Nothing to cancel if it’s not for you
Everything it does
Small enough to use on a wet Tuesday. Complete enough to bill on.
One job, done properly: get the extra agreed in writing before you bill it. No scheduling, no CRM, no invoicing — those already have software, and this is not trying to be it. Keep using whatever you already use for the rest of the job.
Capture it on site
- One screen: pick the job, take the photos, set the price, send. You never leave the page.
- Up to six photos per extra, attached while you are still standing in front of the work.
- Optional materials and labour split when the customer wants to see the breakdown.
- A default VAT rate that prefills every extra, in euro, sterling or dollars.
Get the yes in writing
- A one-time link the customer opens in their browser. No app, no account, no password.
- Send it by text, WhatsApp or email — whatever you already use with them.
- They type their name and tap Approve. The decision is stamped and saved to the job.
- Approve the original quoted scope the same way, before the job even starts.
Keep the proof
- A timestamped record of who answered and when, kept with the job.
- Proof pack PDFs carrying your logo, the photos, the price and the approval statement.
- Completion proof records for finished work, all in one place.
- The customer gets an emailed copy of their own decision. You get told the moment they answer.
See where you stand
- What customers have approved, your approval rate, and what is still waiting on an answer.
- Filter jobs, extras and proof records by status, customer or date.
- Your business name, logo and contact details on every page the customer sees.
- Add it to your phone's home screen and open it like any other app.
Why not just use what I already have?
It keeps the conversation, not the record. Here the extra, the price, the VAT, the photos and the customer's answer stay together on the job — and come back out as a proof pack when you need them.
My invoicing app
Invoices come after the work. This is the step before: getting the extra and its price agreed while you're still standing in front of it.
My job-management software
Those tools cover a much bigger job — scheduling, quoting, teams, invoicing. This deliberately doesn't. Keep them, and use this for the one moment extra work needs a written yes.
Built to be trusted
Proof you can stand behind. Security you don’t have to think about.
One-time links
Approval links are single-use. Regenerate one and the old link dies.
Everything on record
Every approval keeps its photos, notes, price and VAT.
Your data is yours
Download your proof PDFs and your data any time.
Nothing to install
Customers approve from a link in their browser. No app, no account.
A note from the founder
Variation Vault started with one problem I kept hearing from trades: extra work gets agreed casually on site, then questioned when the invoice arrives.
I build software, so I didn’t try to build another CRM, invoicing system or all-in-one job app. I built one simple tool for that specific moment — get the extra, the price, the photos and the customer’s yes together before the work gets done.
I still build the product myself. If something gets in your way or you think it could work better, you can email me directly — I read every message.
— Cozmin Fatul, founder
Built for trades who spot extra work — and trades who get asked for it
Whether you see work the customer missed or they hit you with “while you’re here, can you just…”, if extras come up mid-job, this is for you.
Bathroom fittersKitchen installersElectriciansPlumbersLandscapersSmall buildersRenovation tradesMoving companiesCleaning companies
Especially if your extras currently live in WhatsApp messages, phone calls, paper notes — or your memory.
Trade reviews
What trades are saying
Real extras, spotted on site and approved before the invoice went out.
Extra €400 on one job
“I was in doing a fit-out when the owner asked for new wardrobes and presses on top. Raised the extra in Variation Vault, sent it over, got the yes. Easy.”
€240 extra, first residential job
“Booked in for window cleaning, but on site I spotted the gutters were in bad shape. Raised the extra using Variation Vault — customer approved it in 5 minutes.”
Upsold hedge trimming on site
“Was already on site doing the usual. Spotted the bushes needed doing, sent the approval, got it signed off there and then.”
Free trial
Seven days. No card. Nothing to cancel.
No card needed to start. Use the full dashboard for 7 days, then add a card to subscribe if Variation Vault is useful — or simply walk away.
Day 0 — Start free
Sign up and use it on today's job. No card needed.
Days 1–7 — Use everything
Jobs, extras, approval links, proof records — all of it.
Day 7 — Decide
If it's earning its keep, add a card and carry on. If not, walk away. Nothing to cancel, nothing charged.
Pricing
After your 7-day trial, it's €19.99/month or €129/year. Checkout is handled securely by Stripe.
Variation Vault doesn't create invoices or take customer payments — it does the step before the invoice, getting the extra approved in writing.
7-day free trial · No card to start · Add a card on day 7 to keep going · Cancel anytime
30% off
Launch offer: 30% off for your first 3 months with code LAUNCH30.
Valid until 31.08.2026. The code is shown again when it’s time to subscribe — nothing to remember.
Yearly
Most valueBest for a full year7-day free trial
€129/year
Best value for a full year of proof records.
Save €110.88 — over 5 months free.
- Everything in Monthly
- One payment, sorted for the year
Your free trial starts as soon as you sign up — no card needed. Add a card on day 7 to continue, and manage or cancel billing through Stripe.
Not ready for the trial? Grab the free variation approval template — a one-page form you can use on your next job, no app needed.
Get the free template →Questions trades actually ask
Don't write off another extra.
The next "can you just add this?" is already on its way. Lock it in before it turns into a bill you have to fight for.
Start free — no card needed · Full 7-day access · Nothing to cancel if it’s not for you
30% off for your first 3 months with code LAUNCH30.