"I thought that was included." Every tradesperson has heard it. Extra work is a normal part of the job, but without a clear agreement it turns into arguments and unpaid hours. Here is how to handle it so it gets paid.
In short
- In the first quote, state clearly what is not included.
- Agree every extra before you start it.
- Have the client confirm the extra with a signature or a message.
- Invoice extra work separately, linked to the project.
It all starts with the first quote
Most disputes happen because the quote does not say what is not included. Add a short list to the quote, for example "making good and plastering walls after the installation are not included" or "removing the old sanitaryware is not included". Later you just point to that sentence.
Rule: agree first, then work
When you find something unplanned on site, such as a rotten floor or old wiring that has to be replaced, stop and tell the client before you start. Tell them:
- what you found (a photo helps),
- what you suggest,
- how much it will cost and how long it will take.
Get written confirmation
Verbal agreements get forgotten. Send the client a short quote for the extra work or a work order and ask for confirmation. A signature on the phone or a reply saying "Approved" is enough proof later.
Keep extra work with the project
Do not quietly add extras to the final invoice. Keep them as separate items or a separate invoice within the same project. The client clearly sees what was in the first quote, what was added and why.
Photos are your best evidence
Photograph the state before walls are closed, the damage you found and the finished work. Photos saved with the project settle most discussions in seconds.
How it works in AdBooks
In the project, create a new quote for the extra work, send it on WhatsApp or Viber, and the client signs it on their phone. Once signed, turn it into an invoice with one click. Photos, hours and costs stay with the same project.
Frequently asked questions
How do I avoid disputes about extra work?
State in the first quote what is not included, and agree and confirm every extra before you start it.
Is a WhatsApp message enough confirmation?
Written confirmation, a message or a signature on the phone, is much better than a verbal agreement and serves as evidence later.
Should extra work be invoiced separately?
Ideally on a separate invoice or as clearly separated items, linked to the project, so the client sees what was added.