Variation orders: raise, track and promote to the WBS
5 min read · Updated 15 Jun 2026
What a VO is in WBSync
A VO has a number, a description, and a value. You can build that value two ways: enter the hours and cost directly for a quick VO, or — the usual way — add BOQ line items and let WBSync total them up. Each line carries a reference, description, unit, quantity, a per-unit labour content, and labour and material rates; WBSync computes the hours and cost per line and rolls them into the VO's headline figures.
Get the scope in fast
You don't retype a BOQ. On a VO you can:
- Paste from Excel — copy your priced rows and paste them straight in. WBSync reads tab- or comma-separated columns and maps the headers it recognises (reference, description, cost code, unit, quantity, hours, labour/material rates, notes).
- Upload a file — an
.xlsx,.xlsmor.csvBOQ, with the same header detection.
Each line can point at the cost code (a WBS leaf) it relates to, matched by code or name, so the variation stays tied to the part of the job it changes.
Track it on the board
From the project's Variations page, create a new VO — it starts as Draft. Add its line items, or enter the hours and cost directly.
Drag the card between columns on the Kanban board, or use the quick actions. The four states are Draft, Submitted, Approved and Rejected; WBSync stamps the approval date when you approve.
The moment a VO is approved, its scope becomes real budget on the WBS (see below). Move it back out of Approved — or reject it — and that promoted scope is withdrawn again, automatically.
Promotion to the WBS
On approval WBSync promotes the VO into an "Additional Works → Variation" branch of your WBS and creates an activity for the VO, carrying its budget hours, tendered quantity, labour and material cost, and unit. From then on the variation is an ordinary WBS activity: crews log hours against it, it earns value, and it shows up in progress reports and the portfolio rollup like any other line. Edit the VO's line items later and the promoted activity re-syncs.
Export the register
Export the full variations register to CSV for the QS or the client — a VO summary (number, status, dates, hours and cost deltas, linked cost codes) plus every line item. Filter the export by status when you only want, say, the approved ones.
What next?
See how an approved variation lands on your numbers: Reports & dashboards →
Frequently asked
How do I get my BOQ into a VO without retyping it?
Paste the priced rows straight from Excel, or upload an .xlsx, .xlsm or .csv file. WBSync maps the columns it recognises — reference, description, cost code, unit, quantity, hours and labour/material rates — and totals each line for you.
What happens when I approve a VO?
WBSync promotes its scope into an 'Additional Works → Variation' branch of the WBS and creates an activity carrying the VO's budget hours, quantity and labour/material cost. From then on crews log hours against it and it earns value like any other activity.
Can I undo a promotion?
Yes. Move the VO out of Approved — back to Draft or Submitted, or to Rejected — and the promoted activity is withdrawn from the WBS automatically. Nothing stays on your live budget unless the VO is approved.
Do I have to use line items?
No. For a quick VO you can enter the hours and cost directly without any line items. Line items are there when you want a priced BOQ breakdown that totals itself and links to cost codes.
Who can raise and approve a variation?
Any team member with access to the project, within your company. Variations are company- and project-scoped, so the commercial team and the site team work from the same register.