“We did $80K of extra work on that Roy Hill job. Never got paid. Couldn't prove when we notified them or what they approved. The paperwork was somewhere—emails, texts, a note in someone's diary. Now it's our word against theirs.”

— Perth civil contractor, $35M revenue, $2.4M in Tier 1 contracts

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Agent #13

Variation & Claims Portal

LiveROI: $50K-$100K/year

On a $500K BHP or Rio contract, variations are worth $50K-$100K. Most suppliers write off 30-50% because they can't prove when they notified, what was approved, or link to site diary records. Capture variations in 2 minutes on your phone—notification timestamps, approval chains, and supporting documents all in one place.

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$31,900

Total Claimed

$12,500

Approved

$15,200

Pending

1

Drafts

Notification Deadlines

VAR-2026-004: EOT - Design Change DelaysOVERDUE
BHP
VAR-2026-001approvedvariation

Additional Sampling at 45m Depth

Drill Program - Phase 3 • Newman

$12,500
Approved: $12,500
BHP
VAR-2026-002submitteddelay

Weather Delay - Thunderstorm Stand Down

Drill Program - Phase 3 • Newman

$8,400
RIO
VAR-2026-003notifiedvariation

Additional Sampling Density - NE Corner

Exploration Support Contract • Tom Price

$6,800
FMG
VAR-2025-089disputeddisruption

Access Road Closure - Haul Truck Priority

Grade Control Drilling • Cloudbreak

$4,200
RH
VAR-2026-004draftextension

EOT - Design Change Delays

Infrastructure Support • Roy Hill

$0

AI Claims Assistant

Ask about variations, deadlines, claim values, or contract clauses

Manual Variation Tracking (Lost Revenue)

  • •Client instruction received verbally—no written record of what was agreed
  • •Notification sent by email—buried in inbox, can't find it 6 months later
  • •24-hour notification window missed—claim rejected on technicality
  • •Supporting documents scattered—site diary, photos, emails in different places
  • •Client disputes claim—no evidence trail to prove your case
  • •End of project: $50K+ in variations never recovered

DrilLedger Variation Portal (Recovered Revenue)

  • •Client instruction logged with date, time, and who gave it
  • •Notification deadline tracked—alerts before you miss the window
  • •One-click notification with timestamp and delivery confirmation
  • •Supporting documents linked—site diaries, photos, emails in one place
  • •Full timeline and audit trail—pull complete history in 30 seconds
  • •Dispute? Evidence package ready—contract clause, timeline, documents

Deadline Alerts

24/48-hour notification windows tracked. Alerts before you miss the deadline and lose your claim.

Site Diary Links

Every variation linked to daily records. Weather delays, client instructions—all connected.

Document Package

Supporting docs, photos, and emails attached. Export complete evidence package for disputes.

Audit Trail

Every action timestamped. Notification sent, response received, approval granted—full history.

Claim Types Tracked

Variations

  • • Scope changes
  • • Additional work
  • • Client instructions
  • • Design changes

Extensions of Time

  • • Client-caused delays
  • • Design hold-ups
  • • Access issues
  • • Approvals pending

Delay Claims

  • • Weather events
  • • Force majeure
  • • Third party delays
  • • Standing time costs

Disruption Claims

  • • Loss of productivity
  • • Out-of-sequence work
  • • Resource inefficiency
  • • Acceleration costs

Tier 1 Client Notification Windows

BHP

BHP

  • • Variation: 48 hours
  • • Delay: 24 hours
  • • EOT: 14 days
  • • Submission: 28 days
RIO

Rio Tinto

  • • Variation: 24 hours
  • • Delay: Immediate
  • • EOT: 7 days
  • • Submission: 21 days
FMG

FMG

  • • Variation: 48 hours
  • • Delay: 24 hours
  • • EOT: 14 days
  • • Submission: 28 days
RH

Roy Hill

  • • Variation: 24 hours
  • • Delay: Immediate
  • • EOT: 10 days
  • • Submission: 28 days

Annual Variation Recovery Value

$50,000 – $100,000+

in recovered revenue from variations that would otherwise be lost

The Cost of Poor Variation Management

Missed Notification Windows

24-48 hour deadlines missed

Claim rejected

No Evidence Trail

Can't prove what happened

$10K-$50K/year

Verbal Instructions

No written confirmation

Disputed claims

Variations = Margin

10-20% of contract value

Left on table

What Proper Tracking Recovers

$500K

Contract value example

10-20%

Typical variation %

$50K-$100K

Recovered with proof

Administration Time Saved

Variation Setup

30 min → 5 min

Document Gathering

2 hrs → 5 min

Dispute Package

4 hrs → 30 sec

Annual Time

100+ hrs saved
$50K+

Recovered revenue/year

100 hrs

Admin time saved

0

Missed notification windows

Total Annual Value

Recovered variations + admin time saved + dispute protection

ROI $50K-$100K+

per year

Note: Figures based on Perth mining supplier with $500K-$2M annual contract value across multiple Tier 1 clients. Variation recovery assumes 10-20% of contract value typically eligible for variations, with 50% currently lost due to poor documentation. Actual results depend on contract terms, project complexity, and claim validity.