Quotes, scope, variations and progress claims

What does the job record keep?

• Turns the lead you were chasing into the job when it is won. It keeps the accepted quote and gains a scope of work, its variations and its progress claims, and winning it creates the site.
• Sends a quote as a share link. The client types their name to accept, with no account and no login, and you get an acceptance receipt.
• Imports the accepted quote into the scope of work: each line's description, quantity, unit and rate becomes a scope line.
• Sends a variation to the client as a one-time link that is valid for 14 days. They see the quantity, the rate and the value, and type their name to approve or decline, with a comment.
• Keeps rejected variations, with the client's comment.
• Counts recorded work against the scope line it was done for, and never against a line the client has not approved.
• Issues a progress claim as a PDF: of the agreed scope and the approved variations, what has been done and what it is worth, minus what earlier claims reported. Issuing it freezes the lines it reported.

How does a job move from quote to claim?

1. Quote the job. Build the quote on the lead and send it. The client opens the link and types their name to accept.
2. The lead becomes the job. Acceptance moves the lead's stage and creates the site. One action imports the quote lines as the scope of work.
3. Plan and record the work. Crew, shifts and operations are planned against scope lines, and the work recorded rolls up against them.
4. Price extra work as a variation. Draft the variation, price it and send it. The client approves or declines it by link, with their typed name.
5. Issue the claim. See what the next claim would say, then issue it. It reports the work done against approved lines and freezes what it reported.

Who uses it?

The owner or estimator builds and sends the quote. The client accepts quotes and approves variations from a link. Supervisors and crew record the work. Whoever prepares the monthly claim issues it from the job.

What does it cost?

The SitesAI App is free for up to 10 licences, with every feature included. A licence is any active team member or active site. Past 10, every active licence is US$5 per month, including the first 10, or US$50 per licence per year. The optional AI add-on is a flat US$38 per month, or US$380 per year, for the whole company.

30-day money-back guarantee on any paid plan. Plans and current prices are on the pricing page.

Guides that go deeper

• Quote, scope, variation, claim — all one record. How the accepted quote becomes the agreed scope, variations get approved by a link and a typed name, and a progress claim freezes exactly what it reported.
• Give your client a login: the customer portal. A portal login lets a client see their jobs, accept quotes, sign dockets and do the prestart on hired plant. And nothing else at all.

This feature is part of the SitesAI App. Related features: Digital dockets, Time tracking and clock-in. All features.

Last updated 2 October 2026. Something wrong or out of date? Email admin@sitesai.net.