Track cost changes while the relocation is still happening
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Keep a change log once the relocation starts. The original budget cannot show which new costs have been agreed, which are still estimates and which repeat for every extra week.
Record the change against the affected activity and decision. "Move overrun" is too broad to explain an extra visit, extended cover and duplicated work. Each may have a different cause and approval route.
An example cost-change log
These fictional amounts illustrate record keeping only. They exclude tax treatment and are not market prices or a suggested contingency.
| Change | Current status | Amount in the example | Decision still needed |
|---|---|---|---|
| Additional provider visit | Quote accepted through the business's authority process | £600 committed | Confirm what is included and the payment timing |
| Extended temporary cover | Proposed for two weeks at £250 per week | £500 estimate | Confirm duration, scope and approval |
| Repeated administrative work | Internal time estimated separately | Six hours | Decide who can provide the time and what other work changes |
The log therefore shows £600 of new committed spending and £500 of proposed external spending. It does not show £1,100 already committed. The six internal hours should not become an additional cash charge unless the business identifies an actual cash consequence, such as authorised external support.
If the same £600 was already included as an allowance in the original budget, reconcile that allowance. Adding the accepted quote on top would overstate the change. Keep the original assumption visible so the owner can see what changed.
Give repeating costs an end assumption
For the proposed temporary cover, record the assumed two weeks and the event expected to end the requirement. If the phase slips another week, the estimate changes by £250 under this fictional rate, subject to the provider's actual agreement.
Do not simply replace £500 with £750 and lose the reason. Record the revised assumption, approval status and person responsible for confirming the duration. Connect it to the overall programme.
The earlier premises overlap budget sets out the initial period of duplicated property commitments. This log tracks changes during the live project and should reconcile with that budget, not repeat it.
Use the log when making the next decision
Bring confirmed and proposed changes to the person with the appropriate spending authority. Show the operational consequence of refusing or delaying the request. A smaller bill may mean a different service commitment rather than an equivalent outcome.
If delay affects customer orders, keep that operational review beside the cost decision. Avoid placing an invented monetary value on every inconvenience simply to make the options appear comparable.
UK Auction Group can receive an enquiry about equipment made surplus by the revised operation. Keep any sale expectation separate from committed relocation spending until the relevant commercial facts are established. A hoped-for receipt is not confirmed funding for today's change.
See the phased-move hub for related planning tools.
Sources
This guide is general information and education only. Legal, tax, employment and safety decisions may need a qualified adviser who knows your situation. Read the disclaimer.