What counts as an extra work
An extra work is anything not in the approved estimate: the client asks for an extra niche, rotten pipes turn out to need replacing, the wall base is worse than it looked. Some come from the client's wishes, some from site conditions that could not be foreseen.
In both cases the price and scope should be agreed before the work, not on invoice day.
Why disputes happen
A typical situation: on site the client says "fine, go ahead". The work is done. A couple of weeks later an invoice line appears that the client does not remember. The contractor remembers it differently. Without a record both sides honestly recall different things, and in the negotiation it is often the contractor who gives way.
So the aim is not to protect yourself from the client but to make sure both sides see the same sentence and the same number a month later.
Five rules
- Record before the work, not after. Once the work is done, an approval is worth less.
- State the price up front. Even an approximate price in writing beats "we will agree later".
- Photograph the spot. A photo explains why the work is needed and shows the starting condition.
- Get approval in writing, however short: a message, an email or a link with an approve button. What matters is that the date and who agreed remain.
- Write it as a separate line. Extra works should not dissolve into the main estimate, so the client sees the original price and what was added.
What to say to the client
Speak calmly and directly. For example: "A job has come up that was not in the estimate. I took a photo, priced it and will send you a link with the price. Once you approve, I will do it."
This does not signal distrust. Most clients read it as a sign of order: they know what they get and for how much.
What to put in the contract
A good practice is to state in one sentence in the contract or estimate that extra works are carried out only after the scope and price are agreed. Then the process is part of the agreement, not the contractor's demand. Discuss the exact wording with a lawyer.
How this looks in manoobjektas.lt
On site you open the job, tap "Extra work", take a photo, enter the price and send the client a link. They approve on their phone without signing up. The work is added to the job as a separate approved line with a date and time, and the final PDF shows the original estimate, the extra works and the total.
Frequently asked questions
Is a verbal agreement on an extra work enough?
A verbal agreement can carry weight but is hard to prove when the sides remember differently. It is more practical to have a written trace: a message, an email or an approval on a link. For legal details consult a lawyer.
What if the work is urgent and the client is not on site?
Send a link with a photo and a price so the client can approve remotely. If the work can wait, wait for the approval; if not, at least write down what you are doing and why.
How do I price an extra work if the exact quantity is unknown?
State a unit rate and an approximate quantity, and say clearly that the final amount depends on the actual quantity.