Tutorial 16 · 10 min read · Best with Claude or ChatGPT (free plans); Gemini works inside Gmail on some plans
Variations and progress updates in plain English
On multi-week jobs, disputes usually start with a change nobody wrote down. A short variation notice and a weekly progress email keep clients informed and keep you paid. AI turns your bullet points into clear, friendly wording.
What you'll need
- Your contract or terms (especially the variations clause)
- Your own cost and time figures
- A free AI app
- Xero, MYOB or your job app to update the quote or invoice
Step 1: Capture the change on site
Note: what changed, why, who asked for it, extra cost and extra time. Use your numbers, not AI's.
Step 2: Draft the variation notice
Copy this prompt and fill in the [square brackets]:
Write a variation notice for my client. Change: [x]. Reason: [y]. Extra cost: $[my figure] + GST. Extra time: [days]. Use only my figures. Plain English, include a line asking them to reply 'approved' in writing before we proceed.
Step 3: Check it against your contract
Make sure it follows your contract's variation clause. This isn't legal advice — if in doubt, ask your advisor or industry association.
Step 4: Weekly progress email
Every Friday, jot down a few bullets and let AI write the email:
Copy this prompt and fill in the [square brackets]:
Turn these bullets into a friendly weekly progress email: done this week, next week, decisions needed from client, any delays. Under 150 words.
Step 5: Send and record
Don't start the extra work until you have the client's written approval. Save it with the job, and update your quote or invoice in Xero, MYOB, Fergus or Tradify.
Checklist
- ☐ Change, reason, cost and time written down
- ☐ Only your figures used
- ☐ Written approval received before work starts
- ☐ Variation saved with the job
- ☐ Quote/invoice updated
- ☐ Weekly update sent
Common mistakes to avoid
- Doing extra work on a verbal OK
- Letting AI estimate costs
- Long, technical updates — keep it under 150 words