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Construction Schedule of Quantities

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Construction Schedule of Quantities

This Construction Schedule of Quantities (the "Schedule") is issued pursuant to and forms part of the Contract between:

Client Name:     Contractor Name:

WHEREAS

WHEREAS the Client has engaged the Contractor to carry out the construction works described in the Contract and referenced by Contract Reference No.:

WHEREAS the parties wish to record the itemised quantities, units, unit rates and amounts for the Works, including provisional sums and contingencies, to govern payments and variations.

WHEREAS the Schedule of Quantities shall be used to assess interim payments, variations and final account in accordance with the Payment Terms set out below.

Scope of Work

Schedule of Quantities

The quantities and rates set out below are the basis for valuation of work executed on site. Unit rates are deemed to include materials, labour, plant, scaffolding, supervision, overheads and profit unless otherwise stated.

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

Payment Terms

The Contract Sum shall be paid in accordance with the following schedule and procedures. Interim payments will be based on measured quantities and certified work.

Variations to the Schedule of Quantities shall be valued at the agreed rates where applicable, or otherwise on the basis of actual cost plus agreed overhead and profit percentages. All variations must be issued in writing by the Client and accepted by the Contractor prior to execution.

Term and Termination

Commencement Date:     Estimated Completion Date:

Either party may terminate the Contract for material breach if the breach is not remedied within days' written notice. Termination for convenience by the Client may be exercised upon payment for work executed and reasonable demobilization costs.

Confidentiality

Each party shall keep confidential all commercially sensitive information, rates, quantities, methodology and documents relating to this Schedule and shall not disclose such information except to employees, professional advisers or insurers who need to know and who are bound by equivalent confidentiality obligations.

Governing Law

This Schedule shall be governed by and construed in accordance with the laws of the jurisdiction of:

Entire Agreement

This Schedule, together with the Contract documents to which it is attached, constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior representations, negotiations and agreements, whether written or oral.

No amendment to this Schedule shall be effective unless made in writing and signed by authorized representatives of both parties.

Client Printed Name:

By:

Date:

Contractor Printed Name:

By:

Date:

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What the Construction Schedule of Quantities Is and when it’s used

A Construction Schedule of Quantities is a structured list of work items, unit measurements, quantities and unit rates used to price, tender, and manage construction contracts. It translates drawings and specifications into quantified line items so bidders and contractors can produce comparable estimates, calculate material needs, and schedule labor. The schedule typically accompanies contract documents, bills of quantities, or procurement packages and is updated as change orders and variations occur during the project lifecycle to reflect final pay quantities and claims.

Why a clear Schedule of Quantities matters for projects

A well-prepared schedule improves bid comparability, reduces rework, and supports accurate progress payments and dispute resolution. It clarifies scope for subcontractors and suppliers, helps control costs, and creates an auditable basis for contract variations.

Why a clear Schedule of Quantities matters for projects

Who prepares and relies on the Schedule of Quantities

Each user depends on consistent measurement rules and version control to avoid disputes and payment delays.

  • Estimators and quantity surveyors who convert drawings into line-item quantities for tendering and cost planning.
  • General contractors and trade subcontractors who use the schedule to price work, plan resources, and order materials.
  • Owners, project managers, and contract administrators who verify claims, approve payments, and audit final quantities.

Core components that make a professional Schedule of Quantities

A professional schedule is structured, measurable, and traceable to contract drawings and specifications so it supports bidding, valuation, and final account settlement.

Item numbering

Unique codes for each work item to ensure consistent cross-referencing with drawings, specifications, and change orders across the project documentation.

Descriptions

Concise, standardized descriptions that specify the work scope, measurement basis, and any inclusions or exclusions needed for accurate pricing.

Units of measure

Clear units (e.g., m, m2, m3, lump sum, per item) used consistently so quantities convert reliably into material takeoffs and labor estimates.

Quantities

Measured or computed quantities with references to drawing numbers or measurement notes so auditors can reproduce and verify the amounts.

Unit rates

Unit price fields for tendering and valuation; these should align with pricing assumptions, provisional sums, and escalation clauses if applicable.

Extensions & totals

Calculated line totals, subtotals by work section, and summary pages to support bid submission, cashflow forecasting, and final accounts.

Step-by-step: preparing or updating a Schedule of Quantities

Follow a repeatable sequence from scope review to final verification to produce an auditable schedule suitable for tendering and contract administration.

  • 01
    Review scope: Match drawings, specs, and contract preliminaries before measuring.
  • 02
    Measure items: Apply agreed measurement rules to calculate quantities.
  • 03
    Apply unit rates: Insert agreed pricing assumptions or leave blank for tender.
  • 04
    Verify and issue: Check arithmetic, cross-reference drawings, and publish a controlled revision.

Configuring an online schedule workflow

Set up fields, versioning, and reviewer roles so electronic completion, approval, and change control are consistent across the project team.

Field Configuration
Version control Require update notes and automated revision numbers for every published change.
Approval path Define reviewer sequence: estimator → QS → project manager → client.
Access rights Limit edit rights to estimators; viewers for bidders and approvers.
Change logging Enable audit trail with timestamp, user, and reason for each modification.

Where to send, submit, or file the completed schedule

Routes depend on the phase: tender submissions go to procurement; post-award schedules go to contract administration and financial teams for payment processing.

  • Tender package: Attach the schedule to bid submissions and send to the owner or issuing authority.
  • Contract file: Store the executed schedule with the signed contract and annexes for auditability.
  • Project controls: Publish approved revisions to project controls and cost-management systems.
  • Payment processing: Send verified quantities to accounts payable for progress claim settlements.

How to share and exchange schedules electronically

Ensure recipients can view and reproduce the record; preserve audit logs for dispute resolution and payment verification.

  • File formats: Use PDF or XLSX for distribution; PDF for signed records, XLSX for editable takeoffs.
  • Authentication: Require account sign-in or two-factor authentication for access to controlled revisions.
  • Integrations: Integrate with project systems (e.g., ERP or Procore) to automate valuation and payments.

Typical timing and deadlines tied to the schedule

Schedules are time-sensitive and linked to procurement, mobilization, and payment cycles; meet these deadlines to avoid disqualification or payment delays.

Bid submission deadline:

Final schedule must accompany the bid by the published tender closing time.

Contract award date:

Post-award, submit the as-built or baseline schedule within the contract-specified period.

Commencement of works:

Approved schedule should be on file before notices to proceed or mobilization.

Interim valuation cutoffs:

Provide verified quantities by the interim payment cut-off dates in each payment application.

Final account submission:

Submit final reconciled quantities by the final account deadline, as specified in the contract.

Key milestones from tender to final account

A sequential timeline helps coordinate estimating, procurement, construction, and closure activities tied to the schedule.

01

Tender issuance

Document released with measurement rules and schedule template for bidders to populate.

02

Bid submission

Bidders submit completed schedules with unit rates and totals before closing.

03

Contract award and baseline

Awarded contractor submits baseline schedule of quantities for approval and cashflow planning.

04

Final reconciliation

Reconcile measured quantities against actual work for final payment and closeout.

Common pitfalls to avoid when preparing the schedule

  • Using inconsistent measurement units across sections, which causes arithmetic errors and disputed invoices.
  • Failing to reference drawing numbers and revision dates, leaving item quantities unverifiable during audits.
  • Leaving provisional sums undefined or double-counted, which inflates the tender and complicates negotiations.
  • Not maintaining version control, causing multiple stakeholders to work from different drafts and increasing dispute risk.

Risks and potential consequences of incorrect schedules

Cost overrun: Understated quantities leading to uncovered works.
Payment disputes: Delayed or withheld progress payments.
Contract claims: Increased claims and variation disputes.
Procurement rejection: Bid disqualification for noncompliance.
Audit findings: Non-reproducible quantities during audits.
Tax exposure: Incorrect valuations affecting tax reporting.

Required information fields at a glance

Project name: Exact contract title
Drawing refs: Referenced drawing numbers
Item code: Unique identifier
Unit: Standard unit
Quantity: Measured amount
Unit price: Currency value

eSignature vendor comparison for signing Schedules of Quantities

Compare common plan features for electronic signing and compliance; signNow is listed first for parity in evaluation.

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Frequently asked questions about using a Schedule of Quantities

Answers clarify common concerns about accuracy, signatures, revisions, and recordkeeping for schedules used in construction contracting.


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