The problem
The client says "while you're here, could you..." and you say yes. If 2 extras a month go unbilled at £250 each, that's £500 a month, and the argument at the end is worse.
What the AI does
As soon as an extra is agreed, you jot down what it is, what it costs and any delay. An AI assistant turns that into a clear variation note the client can reply to. You send it the same day, so the agreement is in writing before you start.
A worked example
A builder in Leicester doing loft conversions finds 2 or 3 extras on each job. After each conversation on site he dictates two lines and has an AI assistant draft a variation note, which he emails before ordering materials.
Before
Extras agreed verbally; about 2 a month never billed, at £250 each
After
Each of the 2 or 3 extras a job confirmed in writing the same day
What it's worth
Around £500 a month in extra billing, before materials and costs, from 2 extras at £250 each that previously went unbilled. Where the extra work is done anyway, much of that is margin you would otherwise have lost.
How to set it up
- Make a rule: no extra work starts until the client has replied to a written variation.
- Create a template that includes the change, price, VAT, time effect and the client's reply wording.
- After each site chat, dictate two lines of notes and ask your AI assistant to fill the template.
- Check the price and the programme effect, then email it to the client.
- File the replies against the job so they carry into the final account.
What goes wrong
- The note is only useful if the client replies. Chase unanswered ones before the work starts.
- Check your contract terms for how variations must be agreed; this is a draft note, not legal advice.
- Keep the price in your hands. Don't let it estimate costs for you.