Describe the included scope precisely in the engagement letter or contract, code requests outside that scope separately, trigger an alert, then obtain approval for scope, price and timing. Keep the request and approval with the engagement before preparing the invoice. A time entry proves activity, not acceptance of its price.
Define what is included before the first exception
A label such as “routine support” is insufficient. For each engagement, state deliverables, frequency, volumes, assumptions, contacts, deadlines and exclusions. Also define what triggers a review: additional payroll records, entities, data recovery, regulatory change, an exceptional meeting or an accelerated deadline.
Detect variance when it happens
The person receiving the request needs to connect it to the engagement and choose a “to qualify” or “out of scope” code. The manager reviews these rows daily or weekly. Waiting until invoice preparation turns a straightforward commercial decision into a discussion about work already performed.
| State | Minimum information | Decision |
|---|---|---|
| Detected | Request, requester, date and engagement | Included or requires assessment |
| Qualified | Scope variance and consequence | Decline, absorb or price |
| Priced | Price, effort, timing and assumptions | Submit to client |
| Approved | Evidence of approval and owner | Authorise delivery |
| Billable | Time, expenses, deliverable or milestone | Prepare invoice |
Choose an explainable pricing rule
Three approaches are common: fixed price for a defined deliverable, time spent with a rate and cap, or a price per unit. For urgent work estimated at six hours at €140 per hour with an eight-hour cap, the approval should state whether fresh consent is required above €840 or only above the €1,120 cap.
Write the approval request
A useful message recalls the initial scope, describes the new request, explains its impact, proposes price and timing and asks for an explicit answer. Avoid internal jargon. If the organisation exceptionally absorbs the cost, record that decision as well: it informs profitability and the next contract review.
Check before billing
- The approval matches the client, engagement and correct legal entity.
- Time and expenses follow the authorisation, except for a documented emergency.
- The invoice narrative describes the delivered result, not merely an internal code.
- Previously billed amounts or payments on account are deducted correctly.
- The main fixed fee and the additional work remain separately analysable.
See also: billing and payments, billing methods, profitability and the Tempolia FAQ.