Guide · 2026-04-02

What to Bring to a Variance Session

A short packing list so your first review hour is spent on causes, not hunting for files.

A productive variance session starts before anyone sits down. Bring the approved budget file for the period, the actuals export matching the same cost centres, and a short list of known one-off events—storm damage, new hire, supplier price letter.

Add bank summaries if cash timing is part of the question, and note which warehouses or branches feed the consolidated view. Missing a branch is the most common reason the first hour dissolves into file hunting.

Print or export a prior-period variance brief if you have one. Continuity helps: a line that was “temporary” two months ago should be challenged if it returned.

Finally, decide who can approve adjustments in the room. Budget variance review slows when every recommendation needs a later meeting that never gets scheduled.