How do I use the “variation” field within the Cost Items Database and Estimate?

The “Variation” field in Contractor Foreman allows users to manage different product variations within a single cost item, such as variations in color or style, without needing to create multiple separate items for each variation. This is particularly useful for items that share a base price but differ in specific details.

To set up variations for an item, navigate to the Cost Items Database by going to the Menu.

If you need to create a new item, depending on the item type you need to add, go to the relevant tab. For example, if you want to add a material item, go to the material tab, and click the drop-down menu in the top right named “Select Option for Material Item”. Then click Add Material.

Alternatively, to edit an existing item, find the item in the list, click on the green pencil icon to open the item details, and begin editing.

Within the item details, you will see a field labeled Variations. This is where you can add different versions of the same item. For example, if you’re adding a paint item with different color options, you can input the variations as “Red,” “Blue,” “Green,” etc.

Simply type the name of the variation in the Variation field and press Enter. This will add the variation to the item. Repeat this process for each variation you want to include.

Once you’ve added all the necessary variations, save the item. Your item will now include these variations in the Cost Items Database.

Once the item with variations has been added to the Cost Items Database, you can use it within an estimate. Here’s how to select a variation when creating or editing an estimate. Navigate to the Estimates module, and either create a new estimate or open an existing one. Click here to see how to create an estimate and how to add items to the estimate.

In the Items tab of the estimate, import the cost item from the cost items database to the relevant section. After adding the item to the estimate, click on the preview button to the right of the line item to open its details. Here, you will find the variations field that allows you to select one of the variations you added earlier (e.g., different colors or sizes).

Once you’ve selected the appropriate variation for the estimate, save the changes. This will ensure that the selected variation is included in the estimate.

When the item is added to the Schedule of Values (SOV) or included in an Invoice, the variation selected in the estimate will automatically carry over to these documents. This ensures consistency and accuracy in project financials, allowing the exact variation of the item to be tracked throughout the project’s lifecycle.