How to Use AI Pre-fill for Variations

AI Pre-fill extracts variation details from uploaded PDF documents, saving time on manual data entry. Mastt 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

Creating a Variation with AI Pre-fill

Navigate to the Variations Form

1. Navigate to the Cost module from the left navigation bar
2. Add a variation using one of these methods:
   • From the Overall page, click the blue + Add button and select + Add Variation
   • Locate the contract, click the Action button next to it, and select + Add Variation
   • Click Variations in the top navigation, then click the blue + Add Variation button

The Add Variation form opens. If you selected from a specific contract, that contract is pre-selected for you.

Upload the Variation PDF

1. At the top of the Add Variation form, locate the AI upload section
2. Upload your document:
   • Click Upload File to open your file browser, select your PDF, then click Open, or
   • Drag and drop the PDF file directly onto the upload area

Wait for AI Extraction

1. Once uploaded, a progress banner displays while Mastt AI analyses your document
2. The AI extracts the variation title, contract reference, amounts and values, and time impact information. Form fields automatically populate with the extracted data, and AI-populated fields display with highlight styling (except the Description field)

Review and Complete Variation Details

1. Locate the Varying Contract dropdown and confirm the AI selected the correct contract. If incorrect, click the dropdown and select the correct contract
2. Review and adjust these 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   • Status — select the current status (Forecast, Pending, In Principle, Approved, Rejected, Withdrawn).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
3. Click the Description tab and review or edit the extracted description text

Adjust Line Items

1. Scroll to the Line Items section and review extracted line items
2. For each line item, verify the description and amount
3. The Contract Line Item field defaults to "Entire Contract" — only change this if the variation affects a specific contract line item
4. To add additional line items not in the original document, click Add Line Item

Add Time Impacts and Save

1. If the variation affects the project timeline, click the Time Impact tab and enter the time impact in days (use negative numbers for time reductions)
2. The uploaded PDF is automatically attached to the variation. To add supporting documents, scroll to the Attachments section and upload additional files
3. Review all details for accuracy, then click the blue Add button (bottom right). A success notification confirms the variation is created, and it appears in your Variations list

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 — always review for accuracy.

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.

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