"While you're here, can you just do the laundry too?" Every tradie has heard it. The crew says yes because they're nice and the client's standing there. Nobody writes it down. By invoice time nobody remembers, or the client remembers it as free. Unpaid extras are one of the biggest leaks in a trade business, and the easiest to fix.
Catch it the day it happens
The person who knows about the extra is the one on site, and they'll forget by Friday. Make extras part of the daily sign off: one question, "anything extra asked for today?", with room for a note and a photo. Now the boss knows the same day, not at invoice time.
Get it agreed before the work, in writing
A quick text or email is enough for most extras. Say what the extra work is, what it'll cost or how it'll be charged, and ask them to reply yes. Do it before the work starts where you can. If you can't, do it the same day.
- What: paint the laundry walls and ceiling, two coats, same colours as the rest.
- Price: $480 plus GST, or charged at your hourly rate plus materials.
- Time: adds about a day to the job.
- Ask: reply yes to go ahead.
A client who said yes in writing doesn't argue at invoice time. A client who didn't, often does, and they're not always wrong.
Working for a builder
When you're a subbie, variations usually need to go through the builder, and your contract may say how and when you have to give notice. Read it. If it says written notice within a set number of days, a verbal yes from the site super might not be enough to get paid. Send the notice anyway, keep a copy, and put it on your next progress claim. More on claims in progress claims for subcontractors. This is general information, not legal advice: check your contract.
Put it on the invoice as its own line
Don't bury extras in a bigger number. List each one as its own line with a short description and a date. The client can see exactly what they asked for, and you have a record if it's ever questioned.
Price it properly
Extras are often priced off the cuff, on site, under pressure, and usually too low. Small jobs take longer per square metre than big ones: setting up, cutting in, cleaning up. Price extras from your real rates, with a minimum charge for small ones. If you're not sure what your rates should be, see how to price painting per square metre.
In TradieXai the crew flag extras at sign off with a note and photos, the owner sees them that day, and they go onto the invoice as their own lines.