Daywork Sheets: How Tradespeople Get Paid for Extra Work Without Arguments

Every tradesperson has been there.

You quote the job. The customer agrees. You start work. Then the extras begin.

Can you just move that socket as well? Can you patch that bit while you are here? Can you take away the old units? Can you sort the pipework the last guy left behind?

None of it sounds massive at the time. One hour here. A few materials there. Half a day lost sorting something that was never in the quote.

Then the invoice goes in and suddenly the customer says they did not realise it would cost more.

That is exactly what a daywork sheet is for.

What is a daywork sheet?

A daywork sheet is a simple written record of extra work carried out outside the original quote.

It usually records:

the date the extra work was done
what work was carried out
how many hours or days were spent
which materials were used
who authorised the work
the agreed day rate or hourly rate
the customer's signature or written approval

It does not need to be complicated. It just needs to prove that the extra work was real, agreed, and chargeable.

For builders, electricians, plumbers, roofers and other trades, this matters because most disputes are not about the main job. They are about the bits added after the price was agreed.

Why tradespeople lose money on extras

Most tradespeople are too reasonable for their own good.

You want to keep the job moving. You do not want to sound awkward. You think the customer will understand that extra work means extra cost.

Sometimes they do. Sometimes they do not.

The problem is that a verbal conversation on site is easy to forget, misunderstand or argue about later. The customer remembers asking whether something could be done. You remember explaining that it would be extra. Two weeks later, those memories do not match.

That is how small extras turn into unpaid labour.

A daywork sheet removes the grey area.

When should you use a daywork sheet?

Use one whenever the job changes from what was originally quoted.

Common examples include:

hidden damage found after work starts
extra sockets, lights, radiators, tiles or fittings
customer changes to layout or specification
additional waste removal
materials supplied by the customer that cause delays
waiting time caused by other trades
remedial work caused by previous poor workmanship
extra labour because access was worse than described

The key test is simple: if it was not included in the original quote, record it before doing it.

That does not mean you need to make a drama of it. You can say:

This is outside the original quote, so I will record it as daywork before I go ahead.

Most sensible customers will accept that. The ones who do not are exactly the ones you need a record for.

What should be written on a daywork sheet?

A good daywork sheet should be clear enough that someone who was not on site can understand it later.

Do not write vague notes like extra work or changes.

Write something specific:

Removed damaged plasterboard behind kitchen units, fitted replacement board, sealed edges and prepared area for tiling. Customer approved as additional work outside original quote.

Then record the labour and materials.

For example:

Labour: 1 operative, 5 hours
Rate: £45 per hour
Materials: plasterboard, fixings, sealant
Customer approval: signed on site

That gives you something solid to invoice from.

Get approval before the work is done

The best time to agree extra work is before you do it.

Once the work is finished, the customer has already received the benefit. That is when arguments start.

A quick approval message is enough in many cases:

Hi Sarah, the damaged floorboards are not part of the original quote. To replace them will be an extra half day plus materials. Please confirm you are happy for me to go ahead.

If they reply yes, save it.

If you are using a written daywork sheet, get it signed.

If you are using job management software, record the note, photo and extra charge against the job.

The format matters less than the evidence.

Daywork rates need to be clear

A daywork sheet only works if the customer knows what rate applies.

That rate should be in your quote terms, even if the job is fixed price.

For example:

Any work requested outside the agreed quote will be charged as daywork at £___ per day or £___ per hour, plus materials.

This protects you without sounding aggressive. It simply sets the rule before the problem appears.

If you do not state a rate upfront, you leave yourself open to arguments later.

Take photos as well

Photos are not a replacement for a daywork sheet, but they help.

If you uncover rotten timber, damaged pipework, unsafe electrics or hidden defects, take a photo before and after.

This gives the customer context and gives your invoice support.

It also helps if the customer is not on site when the issue is found. Sending a photo with a clear explanation makes the extra cost feel real instead of invented.

How Dayrates helps

Dayrates is built for this exact sort of situation.

Instead of trying to remember extras at the end of the week, you can record job notes, add materials, create invoices and keep paperwork tied to the customer from your phone.

That means less Sunday night admin and fewer awkward conversations about what was agreed.

Final word

Extra work is not the problem.

Unrecorded extra work is the problem.

A daywork sheet is not about being difficult. It is about making sure both sides know what has changed, what it costs, and why it is being charged.

If you are doing extra work without recording it, you are not being helpful. You are gambling with your own money.