RAVE's 3 Easy Variation Approval Processes via the Progress Sub-Tab

Managing Variation Approvals in RAVE

Overview

RAVE provides three simple ways to manage the approval of pending variations via the Progress Payments sub-tab.

All approval options are available from the ellipsis next to the relevant Invoiceable/Invoice.

Accessing Pending Variations

• Navigate to your project
• Open the Progress Payments sub-tab
• Locate the Pending Variation
• Click the ellipsis next to the invoiceable/invoice

1. Mark as Approved (Manual Approval)

Use this option when you have already received client approval outside of RAVE (e.g. signed document or email).

Steps:

• Click the ellipsis  next to the Pending Variation
• Select Mark as Approved
• The Mark as Approved pop-up will appear
• Choose whether to:
• Notify the Project Manager
• Notify the Client
• Click Approve to confirm

What Happens Next:

• Variation status updates to Accepted
• Pending/awaiting approval totals are updated
• Notifications are sent (if selected)

• Best Practice

  If approval was received externally:

  • Attach the signed document or email confirmation to the variation
  • You can add this as:
    • An Attachment
    • A Client Comment
    • An Internal Note

• This ensures a clear audit trail for future reference.

2. Manual Approval via Signed Document

If you send a variation for review externally:

• The client can:
  • Print the variation PDF
  • Physically sign it
  • Scan and return it

Once received:

• Follow the “Mark as Approved” steps above
• Attach the signed document to the variation

3. Request Approval Electronically (Recommended)

RAVE allows you to request and track approvals digitally through its built-in workflow.

Steps:

1. Click the ellipsis next to the Pending Variation
2. Select Request Approval
3. The Submit Variation for Approval pop-up will appear

This will:

• Send the client a secure link to:
  • View the variation
  • Add comments
  • Accept or Decline

4. Click Send Variation to proceed

What Happens Next:

• An email notification is sent to the client
• The client can:
  • Review the variation
  • Accept, decline, or comment
• You will be notified of all actions

Client Experience

The client receives access to:

• A Variation document with:
  • Accept
  • Decline
  • Comment functionality

NOTE: We have included some screenshots of the client's acceptance/approval process below

You can re-request Approval if need be by clicking on the ellipsis and clicking Re-Request approval

Some screenshots of the client's acceptance/approval process below

Variation Signing document - with Electronic Accept, Decline, and Comment Functionality

Accept Screenshots

Acceptance Notification Email

Comment Screenshots

Decline Screenshots


The Variation Status and Comments are Updated in RAVE - when it is Approved by the Customer

System Updates

When the client responds:

• Variation status updates automatically in RAVE
• Any comments are recorded
• The project financials reflect the updated status

Once approve create an Invoice - Instructions on how to create an invoice click on the link below

Converting an Invoiceable to an Invoice