ScopeLock help

Getting started

ScopeLock records extra work, its price and time impact, the customer’s decision and a PDF evidence pack. Use it in your browser on a phone, tablet or computer with an internet connection.

1. Open ScopeLock and choose Start free, then Create account. Enter your full name, business name, email and a password of at least 10 characters. If you already have an account, choose Sign in.
2. Open Settings & exports in your workspace. Check your business identity and customer-facing contact details before sending a variation.
3. If you belong to more than one business, select the correct business using the Business selector. Variations and settings belong to that workspace.

You need a ScopeLock account to create variations. Your customer needs only the approval link and a browser; they do not need an account or an app. To store the PDF against a ServiceM8 job, you also need access to that job in ServiceM8.

Create a variation

Choose Quick variation and follow the short screens. Before sending, include:

• The customer’s name and project/job name, plus the email or mobile number for your chosen delivery method. Add the site address if relevant.
• A description of the extra work, including what labour and materials are covered. Enter the additional price in AUD, indicate whether GST is included and state any effect on completion time.
• Add supporting photos or plans if needed. Supported files are JPG, PNG, WebP and PDF, up to 10 MB each, with up to 10 files per upload. Check the attachments before sending.
• On the final screen, check the customer, job, scope, price, timing and attachments. Confirm that you are authorised to propose and electronically sign the variation for the business.

For example, if a customer requests an extra power point during a kitchen job, describe its location, the installation and materials included, the additional price and whether it changes the completion date.

Quick variation saves drafts automatically while connected. Use the detailed variation form when you need fields such as the original contract reference/date or a separate reason for the change. The job name can include your ServiceM8 job reference so you can identify the matching job later.

If your workspace uses crew review, a crew member submits the draft for internal review. An authorised owner or admin must approve it for sending before it goes to the customer.

Send the approval request

Choose an available delivery method on the final Quick variation screen, then select Send for approval. Email needs the customer’s email address; SMS needs their mobile number and permission to receive project messages. Availability depends on your workspace access, the variation and whether messaging is enabled. Follow any notice shown before sending.

With the copied-link option in Quick variation, complete the send step, then copy the link into your own message. Check the success message and send it to the intended customer.

In the detailed Share and evidence dialog, choose Send branded email, Send branded SMS, or Copy link. If you copy a draft link, also choose Mark copied link as sent. Copying alone leaves the customer page in preview mode and they cannot respond.

Treat the approval link as private and share it only with the intended customer or their authorised representative. Check delivery history if a message fails. A sent or viewed request is still awaiting a decision; it is not approval to proceed.

Customer approval or requested changes

1. The customer opens the link and reads the proposed scope, price, GST treatment, timing, terms and attachments.
2. They enter their full name and may add an email address or note.
3. To approve, they review and accept the consent statement, then choose Sign and approve variation. The electronic signature uses their typed name and explicit consent.
4. If the proposal is not acceptable, they choose Decline / request changes and can add a note explaining what needs to change.

ScopeLock records the decision and timestamps. An approval record includes the contractor and customer signatures. Check for Approved in your variation register before treating the extra work as agreed. A requested change appears as Changes requested.

Download the evidence pack

After a customer decision, open the variation from your register and use its PDF download in Share and evidence. The customer can use Download signed PDF on their decision page or print that page.

The PDF records the scope, price and timing, terms, contractor signature, customer decision, timestamps, audit events and attachment information. A declined record documents the response; it is not an approval. Download the approved record when you need evidence of agreed extra work.

Keep a copy with the relevant job records. A signed record cannot be edited afterwards. ScopeLock documents approvals and supporting evidence; it does not provide legal advice or guarantee the outcome of a dispute.

Use with ServiceM8

Use ServiceM8 to manage the job and ScopeLock to record the variation approval. This workflow uses a manual PDF attachment: customer/job details are entered in ScopeLock, and you download and attach the completed record yourself. ScopeLock does not automatically sync ServiceM8 customers or jobs, upload to the job Diary or create a ServiceM8 invoice.

1. Create the variation in ScopeLock using the matching job/customer details and a recognisable job reference.
2. Send it for approval. Once it is approved, download the PDF evidence pack and save it where you can select it from your device.
3. In the ServiceM8 app on iPhone or iPad, open the matching Job card, choose More (…) in Job Actions, then Attach File. Select the saved PDF and open it. If the action is missing, add it through Edit Actions.
4. Check the job’s Diary to confirm that the correct PDF is attached to the correct job.

On the ServiceM8 desktop Dispatch Board, open the Job card and drag the saved PDF from your computer onto it. Wait for the upload to finish, then check the Diary.

See ServiceM8’s instructions for attaching files in the app or attaching files on the Dispatch Board. These describe ServiceM8’s own controls. Adding the record does not update an invoice; handle invoicing in your normal job workflow.

Troubleshooting

The customer has not received the email or SMS

Check their contact details and the variation’s delivery history. Ask them to check spam/junk for email. If a delivery failed, read the displayed error before retrying. If SMS is unavailable or the recipient has opted out, use email or a copied approval link. Do not treat preview mode as a delivered message.

The link says “This approval link is not active yet”

The variation is still a draft. In Share and evidence, choose Mark copied link as sent, then ask the customer to reopen the link.

The approval link is unavailable

Ask the contractor to confirm the correct variation and copy its current link. Do not guess or alter the link. If it is still unavailable, contact support with the variation number and the displayed error.

The details are wrong or the customer requests changes

Correct an editable draft before sending. For a sent or decided record, discuss the correction with the customer and use Duplicate to prepare a separate draft with the correct details. Review every copied field, add any needed attachments and send the new proposal. Make clear which proposal the customer should act on; duplicating does not withdraw the earlier link or rewrite its evidence.

I cannot download a PDF

A draft or unanswered request has no completed decision evidence pack yet. For a decided variation, reopen its record and try the download again with an internet connection. Check your browser’s Downloads/Files location. If it fails, send support the variation number and error; do not delete the record.

I cannot sign in

Choose Forgot password? on the sign-in screen and enter your account email. If an account exists, its reset link expires after 60 minutes. Use the latest reset email. If your account is pending deletion or you cannot access its email, contact support.

Contact support

Email [email protected] or visit Contact ScopeLock. Replies within one business day.

Include your account email, business name, variation number if relevant, what you tried and the exact error. Do not send passwords, payment-card details or a customer’s private approval link.