Can a Bill of Quantities be signed electronically?

Yes. Electronic signatures are legally enforceable in interstate transactions under the ESIGN Act (15 U.S.C. ch. 96) and in most states under UETA. Exceptions include certain testamentary documents and court orders; ensure intent, consent, attribution, and retention are documented.

What fields are mandatory on a Bill of Quantities?

Essential fields include project identification, item numbers, detailed descriptions, units, measured quantities, unit rates, section totals, grand total, and preparer information. Missing or ambiguous fields impede tender comparison and may invalidate bids or delay payments.

How do you correct errors after issuing the Bill?

Issue an official addendum or clarification to all bidders, record the correction with version control, and log reasons. After award, document adjustments as variations with measured evidence to support invoicing and avoid dispute over change valuation.

Are notarization or witnesses required for a Bill?

Most states do not require notarization for Bills of Quantities themselves, though related contract documents, deeds, or powers of attorney may. Verify state and contract filing requirements; use notarization or remote online notarization when required by law or procurement rules.

Can electronic submission preserve enforceability and evidence?

Yes. Electronic submission and eSignatures meet ESIGN and UETA standards if intent, consent, signer attribution, and reliable retention are present. Maintain an audit trail and reproducible PDF outputs to preserve evidentiary value for contract claims and audits.

How should signed Bills be stored and retained?

Store signed copies in secure systems with encryption, access logs, and versioning. Retain per project and tax rules — at least three years for IRS purposes and longer where contract dispute risk or HIPAA applies; document retention policy for evidentiary needs.

Electronic Signature
Templates
Miscellaneous
Construction Bill of Quantities

Construction Bill of Quantities

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Construction Bill of Quantities

Project Name: Project No.:

Client Name:

Contractor Name:

Site Address:

WHEREAS

WHEREAS the Client engages the Contractor to perform construction works for the Project described above and the Contractor has represented that it possesses the necessary expertise, equipment, and personnel to execute the works in accordance with the requirements set forth in this Bill of Quantities and accompanying Contract Documents.

WHEREAS the parties agree that the Bill of Quantities sets out the measured items, units, quantities, rates and sums upon which the Contract Price and progress payments will be calculated, subject to the conditions and provisions contained in this document and the Construction Contract.

WHEREAS the parties intend that this Bill of Quantities forms an integral part of the Contract and that the Contractor shall be bound to execute and complete the works in conformity with these measured items, the Specification, and applicable statutory requirements.

SCOPE OF WORK

Detailed scope (describe works measured by this Bill of Quantities):

BILL OF QUANTITIES - ITEMS

Basis of Measurement and Rates: The quantities stated are measured in accordance with the Specification and measurement rules set by the Contract. Rates shall be exclusive of taxes unless stated otherwise. Variations to quantities or work shall be valued in accordance with the Variation clause in the Contract.

Item No.	Description	Unit	Quantity	Unit Rate	Amount
1
2
3
4
5

Provisional Sum(s): Prime Cost Items:

SUMMARY OF AMOUNTS

Subtotal of Measured Items:

Add: Provisional Sums and Prime Costs:

Contract Sum (Total):

PAYMENT TERMS

Payment shall be made in accordance with the schedule below. All payments are subject to submission of proper invoices and any required supporting documentation.

Payment schedule and milestones:

Advance payment (if any): Retention percentage:

Interest and late payment: A late payment charge of per month (or the maximum permitted by law) will be applied to undisputed balances not paid within days of invoice.

TERM, COMPLETION & TERMINATION

Commencement date: Expected completion date:

Termination: Either party may terminate the Contract upon written notice if the other party materially breaches its obligations and fails to remedy such breach within days of receipt of a notice to cure. Notice period for termination without cause: days.

Liquidated damages for delay: of the Contract Sum, commencing after the Date for Practical Completion.

CONFIDENTIALITY

The parties acknowledge that this Bill of Quantities and the rates, designs and supporting documents are confidential commercial information. Neither party shall disclose such confidential information to any third party except to those employees, consultants or subcontractors who have a need to know and who are subject to confidentiality obligations no less restrictive than those set out herein.

Confidential designation: This document includes proprietary pricing and shall be treated as Confidential by the recipient.

INSURANCE, WARRANTIES & VARIATIONS

The Contractor shall maintain insurance cover for public liability, employer's liability and contract works as required by the Contract. All workmanship and materials shall be warranted for a period of from Practical Completion.

Variations: Any changes to the works shall be ordered in writing and valued in accordance with the agreed rates or, where no rate applies, by fair valuation including labour, plant, materials and supervision.

GOVERNING LAW

This Bill of Quantities and any Contract into which it is incorporated shall be governed by and construed in accordance with the laws of the jurisdiction of: . Any dispute shall be resolved in the courts or dispute resolution forum agreed in the Contract.

ENTIRE AGREEMENT

This Bill of Quantities, together with the Contract Documents and any written variations, constitutes the entire agreement between the parties in respect of the measured works and supersedes all prior negotiations, representations and agreements, whether written or oral, relating to the subject matter hereof.

Client Name:

By:

Date:

Contractor Name:

By:

Date:

What a Construction Bill of Quantities Is and when it’s used

A Construction Bill of Quantities is a structured procurement document that itemizes the materials, labor, and quantities required for a building project. It breaks the project into measurable work sections with unit measurements and unit rates to support tendering, cost estimation, and contract administration. Prepared by quantity surveyors or estimators, it provides standard measurements and descriptions so bids are comparable across contractors. The Bill of Quantities supports valuation of variations, progress payments, and final account settlement by showing quantities, unit prices, and total costs for each work item.

Why a Bill of Quantities improves procurement outcomes

A Construction Bill of Quantities clarifies scope, enables fair contractor comparison, and reduces pricing discrepancies. It improves budget accuracy, supports change control, and provides a standardized basis for progress valuations and final accounts during procurement and contract administration.

Primary users and stakeholders

Typical users include quantity surveyors, estimators, project managers, procurement officers, and contractors responsible for tendering, cost control, and progress valuation.

Quantity surveyors and estimators prepare detailed measurements and rates for tender documentation.
Contractors and subcontractors use the Bill for bid pricing, resource planning, and cost breakdowns.
Owners, developers, and procurement teams review bids and administer payments through quantity-based valuation.

Multiple parties rely on the Bill for bid comparison, payment certification, and post-contract reconciliation across procurement and delivery phases.

Core components of a professional Construction Bill of Quantities

A professional Construction Bill of Quantities organizes work sections, measurements, rates, and totals to standardize tender responses, enable valuation, and support contract administration and change management.

Preliminaries

Lists project title, client, site details, contract period, and project preliminaries such as insurance, bonds, and temporary works allowances, giving context for quantities and pricing assumptions used throughout the document.

Works Sections

Divides the scope into trade or work packages with hierarchical numbering so each measurement links to a specific deliverable or contract item for clear contractor interpretation and pricing.

Measurements

Precise quantities with units of measure (m, m2, m3, L, hr) and measurement rules are provided so all bidders measure work consistently and avoid scope disputes.

Unit Rates

Unit rates per measurement unit list labour, material, plant, and overhead allowances; rates must be consistent with contract terms and clearly state whether taxes are included.

Bill Summary

Aggregated totals by section and grand total, including provisional sums and contingency lines, provide a concise pricing overview for bid comparison, budget approval, and cashflow planning across the contract lifecycle.

Schedules

Programme, material schedules, measurement notes, and specification references record assumptions, exclusions, expected tolerances, and any provisional items so bidders can price reliably and administrators can reconcile variations.

Step-by-step: preparing and finalizing a Bill of Quantities

Follow these steps to complete a Construction Bill of Quantities accurately and prepare it for tender distribution or eSubmission.

01

Upload Document: Upload the template as a PDF or DOCX file.
02

Map Fields: Place description, quantity, unit, rate, and total fields.
03

Validate Calculations: Run automatic totals and cross-check section sums.
04

Distribute: Generate signed copies and send to bidders or archive.

Typical routing and review workflow

Typical routing for a Bill of Quantities during procurement and contract stages includes preparation, review, issuing to bidders, and post-award valuation.

Prepare: Quantity surveyor compiles measured items and rates.
Review: Technical and commercial teams check assumptions and allowances.
Issue: Issue documents to prequalified bidders with clarifications timeline.
Reconcile: Post-award quantities reconciled for progress payments and variations.

Configuring an electronic workflow for eSubmission

Configure an electronic workflow to map fields, set signer roles, authentication, and automatic calculations before sending the Bill for tender.

Field	Configuration
Field Mapping	Map description, unit, qty, rate, total fields automatically.
Signer Roles	Assign preparer, reviewer, approver with signing order.
Authentication	Use email link, SMS code, or KBA for signers.
Calculations	Enable formula fields to compute totals and contingencies.

Platform and security considerations for eSubmission

Ensure the eSubmission platform supports field mapping, audit trails, and PDF export to preserve measurement integrity and auditability.

File Formats: PDF, DOCX, and XLSX supported.
Integrations: Procore, NetSuite, Salesforce, Google Workspace.
Security: TLS 1.2/1.3 in transit, AES-256 at rest.

Common procurement deadlines to track

Key deadlines for Bills of Quantities relate to tender issue, clarification windows, bid submission, contract award, and final measurement submission dates.

Tender issuance date:

Document issued to bidders starting the formal tender period.

Clarification period end:

Deadline for questions and addenda publication before bid close.

Bid submission deadline:

Final time and date for returning priced Bills and supporting documents.

Contract award date:

Date when the successful tender is selected and contract signed.

Final measurement submission:

Deadline for as-built quantities and variation claims at project completion.

Penalties and risks from incorrect or incomplete Bills

Payment disputes: Delayed or reduced progress payments.

Tender rejection: Non-compliant bids can be excluded.

Variation claims denied: Insufficient measurement evidence may reduce claim validity.

Contractual liability: Contractor bears unforeseen costs.

Audit findings: Accounting discrepancies invite review.

Reputational risk: Procurement credibility may suffer.

Common preparation challenges to avoid

Inconsistent measurement units across items leading to calculation errors, incorrect quantities reported, and disputes during valuation.
Vague or incomplete item descriptions that force bidders to interpret scope differently and increase contingency pricing or exclude critical work.
Failing to include provisional sums or allowances for site-specific conditions, which causes frequent variations and delayed settlement of accounts.
Manual spreadsheet formulas prone to human error; lack of version control means multiple competing price lists and reconciliation problems at contract closeout.

eSignature vendor comparison for signing Bills of Quantities

Comparing eSignature vendors can clarify cost, compliance, and features for eSigning Construction Bills of Quantities.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	Yes	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about using a Construction Bill of Quantities

Answers to common questions about preparing, signing, and storing Construction Bills of Quantities in U.S. projects.

Need help? Contact support

Can a Bill of Quantities be signed electronically?
Yes. Electronic signatures are legally enforceable in interstate transactions under the ESIGN Act (15 U.S.C. ch. 96) and in most states under UETA. Exceptions include certain testamentary documents and court orders; ensure intent, consent, attribution, and retention are documented.
What fields are mandatory on a Bill of Quantities?
Essential fields include project identification, item numbers, detailed descriptions, units, measured quantities, unit rates, section totals, grand total, and preparer information. Missing or ambiguous fields impede tender comparison and may invalidate bids or delay payments.
How do you correct errors after issuing the Bill?
Issue an official addendum or clarification to all bidders, record the correction with version control, and log reasons. After award, document adjustments as variations with measured evidence to support invoicing and avoid dispute over change valuation.
Are notarization or witnesses required for a Bill?
Most states do not require notarization for Bills of Quantities themselves, though related contract documents, deeds, or powers of attorney may. Verify state and contract filing requirements; use notarization or remote online notarization when required by law or procurement rules.
Can electronic submission preserve enforceability and evidence?
Yes. Electronic submission and eSignatures meet ESIGN and UETA standards if intent, consent, signer attribution, and reliable retention are present. Maintain an audit trail and reproducible PDF outputs to preserve evidentiary value for contract claims and audits.
How should signed Bills be stored and retained?
Store signed copies in secure systems with encryption, access logs, and versioning. Retain per project and tax rules — at least three years for IRS purposes and longer where contract dispute risk or HIPAA applies; document retention policy for evidentiary needs.

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