# Versioning and Comparison Planning rarely happens in a straight line. Scope evolves, alternatives get explored, internal reviews trigger revisions, stakeholders ask for a different approach. PAI handles this with estimate versions — sometimes called scenarios — multiple iterations that coexist within the same project, each with its own status, and each representing a specific snapshot of the plan at that moment. Whether you're building a client-facing bid, testing different budget scenarios, planning an internal production, or working through options for an upcoming quarter, versioning keeps every iteration on record without overwriting what came before. --- ## Creating Versions Every project starts with **V1** — the initial draft created automatically when you create the project. From the version selector in the estimate navigation bar, you can create additional versions: **Duplicate** — creates a new version that's a copy of the current one (V1 → V2, V2 → V3, etc.). All line items, modifiers, and settings carry over. Use this when you're building an incremental revision and want to preserve what came before. **New Blank Version** — creates an empty version from scratch. Use this when you want to approach the plan differently and don't need to carry anything over. --- ## Naming Versions You can give each version a meaningful name via the **Overview** tab in the estimate navigation. The name appears on printed estimates and in the comparison tool — it's what anyone reviewing the document will use to orient themselves. PAI provides a way to name versions so that whoever is reviewing can immediately understand what a given version represents, without having to open it and read through the numbers. A version called "V2" tells you nothing; a version named to reflect its scope or intent tells you everything at a glance. --- ## Estimate Status Lifecycle Each version has its own status. PAI ships with a default set of statuses, though your organization may assign them alternative meanings depending on your workflow: | Status | What it means in PAI's default logic | |---|---| | **Draft** | Being worked on internally | | **Internal Review** | Ready for internal team sign-off | | **Internal Approved** | Cleared internally; ready to share externally | | **Sent** | Shared with the relevant stakeholder — **version locks** | | **Verbal Commit** | Verbally agreed; awaiting formal sign-off | | **Legal Review** | Under legal review before approval | | **Approved** | Formally approved — triggers project number assignment | | **Canceled** | Withdrawn with cause | | **Abandoned** | Withdrawn without cause | ### Why Versions Lock When Sent When you mark a version as **Sent**, PAI locks it from further editing. This preserves an accurate record of exactly what was shared and what the recipient was asked to review or approve. If revisions are needed after sending, create a new version — the locked version remains as your reference point. Locking isn't a restriction; it's protection. If there's ever a question about what was presented, the Sent version is the truth. ### What Approved Status Means Setting a version to **Approved** is the most consequential action in the estimate lifecycle. It means this plan has been formally authorized — the scope, the schedule, and the numbers. PAI marks this moment by assigning a project number, and it's the point at which work can begin and money can be spent against it. Depending on the context, Approved may mean a client has agreed to the SOW and price, an internal stakeholder has authorized the budget, or a department head has signed off on the plan for the quarter. In every case, the meaning is the same: this is what we agreed to. Everything in this version — and only this version — represents what has been authorized. Any changes to scope or cost that happen after this point don't exist in PAI's accounting until they're formally approved as overages or change orders. Only one version per project can hold Approved status at a time. Approving a new version automatically moves the previous one to **Abandoned**, establishing the new version as the active baseline. Once Approved, the estimate is ready to be converted to a working budget via the **Start Project** action. See [Approving an Estimate](../03-Winning-the-Job/Approving-an-Estimate.md) for the full workflow. --- ## The Comparison Tool The estimate comparison tool lets you display two or more versions side by side, with differences highlighted. Access it from the estimate navigation. **What you can do:** - Select which versions to include in the comparison - Set a **base version** — the one PAI uses to calculate differences (positive and negative) across the others - Toggle between **External** and **Internal** values - Reorder version columns - Print or export the comparison as a PDF The comparison shows differences at the category, department, or line item level — useful for presenting options to a stakeholder, reviewing how scope changed between versions, or documenting the evolution of a plan over time. > [!tip] > The comparison PDF is a clean shareable document. Use it when presenting multiple scenarios — it communicates what changed and by how much far more clearly than asking someone to compare separate printouts side by side.