Plumbing variations are one of the biggest pain points in the industry. Whether it’s unexpected site conditions, design changes, or client requests, variations can quickly eat into profits and cause disputes if not handled correctly.
The key to avoiding conflicts is to identify variations early, communicate clearly with clients, and price them fairly. In this blog, we’ll go over how to manage variations the right way to ensure you get paid for extra work—without arguments.
Understand What Counts as a Variation
A plumbing variation is any work that deviates from the original scope agreed upon in the contract or quote. It can happen for several reasons, such as:
🔹 Design changes – The client or builder alters the original plans.
🔹 Unforeseen site conditions – Example: Hidden services or poor soil conditions requiring extra excavation.
🔹 Compliance requirements – Additional work needed to meet regulations (e.g., adding fire hose reels).
🔹 Client-requested extras – Extra fittings, fixtures, or pipe rerouting that weren’t in the original quote.
💡 Tip: Always clarify the project scope before starting to reduce unnecessary variations.
Identify Variations Early
The sooner you spot a variation, the easier it is to address. Some plumbers only realize extra work is needed after they’ve done it—which makes it harder to get approval and payment.
✅ Study drawings carefully before pricing a job.
✅ Review specifications and notes (especially in commercial and healthcare projects).
✅ Inspect the site thoroughly before starting work.
✅ Communicate regularly with the builder and client about potential changes.
💡 Tip: If you notice possible variations during estimation, flag them in your quote as “potential additional costs.”
Get Written Approval Before Doing Extra Work
🚨 Never proceed with variation work without written approval. If you do, you risk not getting paid for it.
Follow this simple variation approval process:
🔹 Identify the variation and document what has changed.
🔹 Estimate the extra cost (labor, materials, and any delays).
🔹 Submit a variation request in writing (email is fine, but some contracts require formal forms).
🔹 Wait for written approval before proceeding.
💡 Tip: If a builder or client asks for a verbal go-ahead, follow up with an email confirming the change and cost.
Price Variations Fairly and Transparently
Nothing frustrates clients more than unexpected or overpriced variations. Be fair and provide a clear breakdown of your pricing.
Your variation price should include:
✔️ Labor – Extra time required for the work.
✔️ Materials – Additional pipes, fittings, fixtures, etc.
✔️ Plant & Equipment – If special tools or machines are needed (e.g., core drilling).
✔️ Subcontractors – If another trade is involved (e.g., concrete cutting).
✔️ Extra Overheads – Admin time, supervision, or permits.
✔️ Profit Margin – Don’t forget to add a reasonable margin!
💡 Tip: Keep your pricing consistent with your original rates to avoid disputes.
Keep Detailed Records
If a variation dispute arises, having proper records protects you.
🔹 Emails & Approvals – Keep all written approvals.
🔹 Photos & Site Reports – Before-and-after images help prove your case.
🔹 Timesheets – Log extra labor hours for the variation work.
🔹 Invoices & Receipts – Document any additional material purchases.
💡 Tip: If a client disputes a variation, refer to your records to show that the work was necessary and approved.
Communicate Openly to Avoid Disputes
Clear and professional communication prevents most disputes.
✅ Be upfront about variations as soon as they arise.
✅ Use simple, direct language when explaining extra costs.
✅ Keep the builder/client informed throughout the project.
✅ Don’t wait until the final invoice—get approvals as you go.
💡 Tip: If a dispute does happen, stay calm and professional. Providing clear documentation will help resolve it quickly.
Final Thoughts
Handling plumbing variations properly ensures you get paid for extra work without arguments. The key steps are:
✔️ Understand what counts as a variation.
✔️ Identify variations early and communicate with clients.
✔️ Get written approval before doing extra work.
✔️ Price variations fairly and transparently.
✔️ Keep detailed records to back up your claims.
✔️ Communicate openly to avoid misunderstandings.
By following these steps, you’ll reduce disputes, maintain good relationships with clients, and protect your profits.
🟡 Need help preparing accurate plumbing estimates? SNZ Plumbing Estimating ensures you don’t miss variations that could impact your bottom line.