How to Use AI Pre-fill for Variations

AI Pre-fill automatically extracts variation details from your uploaded PDF documents, saving time on manual data entry per variation. The AI scans your document and populates variation titles, contract references, amounts, dates, and time impacts in seconds.

Before you start:

• Have your variation document saved as a PDF
• Ensure the PDF is clear and well-formatted (avoid poor quality scans)
• Verify the relevant contract exists in Mastt and has a Completion Date if the variation includes time impacts

Create a New Variation

Step 1: Navigate to the Variations Form

• Navigate to the Cost module from the left navigation bar
• Choose one of three ways to add a variation:
  • From the Overall page, click the blue + Add button in the upper left corner and select + Add Variation, or
  • Locate the contract you want to add a variation to, click the Action button next to it, and select + Add Variation
  • Click Variations in the top navigation to view your Variation register, then:
    • Click the blue + Add Variation button in the upper left corner, or
    • Select Add Your First Variation in the centre (only visible if you have no variations)

Result: The Add Variation form opens. Selecting from a contract pre-selects that contract for you.

Step 2: Upload the Variation PDF

• At the top of the Add Variation form, locate the AI upload section.

• Upload your document using either method:
  • Click Upload File to open your file browser, select your PDF, then click Open
  • Drag and drop the PDF file directly onto the upload area

Result: The upload progress indicator appears while your file uploads.

Step 3: Wait for AI Extraction

• After uploading, a progress banner displays while Mastt AI analyses your document.

• The AI extracts:
  • Variation title
  • Contract reference (matches with your existing contracts)
  • Variation amounts and values
  • Time impact information

Result: Form fields automatically populate with extracted information. AI-populated fields display with highlight styling (except the Description field, which does not show highlighting).

Step 4: Verify the Contract Selection

• Locate the Varying Contract dropdown
• Confirm the AI selected the correct contract
• If incorrect, click the dropdown and select the correct contract

Step 5: Complete Basic Details

• Review and adjust these required fields:
  • Variation Title: Verify accuracy or edit as needed
  • Variation Category: Select the appropriate category (Scope Change, Buildability or Quality, Force Majeure, Compliance, etc.)
  • Status: Select the current status (Forecast, Pending, In Principle, Approved, Rejected, Withdrawn) Learn more about variation statuses.

Step 6: Review the Description Tab

• Click the Description tab
• Review or edit the extracted description text to capture the full scope

Step 7: Adjust Line Items

• Scroll to the Line Items section and review extracted line items.
• For each line item:
  • Verify the description and amount
  • The Contract Line Item field defaults to "Entire Contract"

• Only change this field if the variation affects a specific contract line item:
  • Click the Contract Line Item dropdown
  • Select the specific contract line item the variation affects
• To add additional line items not in the original document, click + Add Line Item.

Step 8: Add Time Impacts (If Applicable)

If the variation affects the project timeline:

• Click the Time Impact tab
• Enter the time impact in days (use negative numbers for time reductions)

Step 9: Attach Additional Documents (Optional)

The uploaded PDF is automatically attached to the variation.

To add supporting documents:

• Scroll to the Attachments section
• Upload additional files (PDFs, images, Word documents, Excel spreadsheets)

Step 10: Save the Variation

• Review all details for accuracy
• Click the blue Add button (bottom right)

Result: A success notification confirms the variation is created. The variation appears in your Variations list with all configured details.

Troubleshooting & FAQs

Q: What if the AI selects the wrong contract?

Click the Varying Contract dropdown and manually select the correct contract from the list.

Q: Why aren't time impacts saving?

Check that the contract has a Completion Date set. Navigate to the contract settings and add a Completion Date before entering time impacts.

Q: What if the AI extraction misses information?

Manually enter or adjust any missing or incorrect information in the form fields. AI Pre-fill provides a starting point, but you should always review for accuracy.

Q: Why does the Description field not show AI highlighting?

This is expected behaviour. The Description field does not display highlight styling even when populated by AI.

Q: What if I need to record a time impact without cost changes?

Add a line item with $0 variation amount. Mastt requires at least one line item for the variation structure, even for time-only variations.