SOP for Quantity Surveyor (QS) in Construction

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SOP for Quantity Surveyor (QS) in Construction

A practical step-by-step SOP for controlling cost, quantity, payment, and variation orders from start to finish. Use it for site + office workflow.
Tip: Click each section title to open/close.
1

Purpose

Why this SOP exists
⌄

To ensure the QS controls cost, quantity, payment, and contract compliance for the project from start to finish.

2

Scope of Work

What the QS is responsible for
⌄
Cost estimation BOQ preparation Quantity take-off Material control IPC / payment VO management Cost reporting Final account
Core goal: prevent budget surprise by measuring correctly and reporting early.
3

SOP Workflow (Step-by-Step)

Pre → During → Post construction
⌄

STEP 1: Pre-Construction Stage

  1. Review documents (architectural, structural, MEP, specifications, contract).
    Output: confirm scope + list missing info.
  2. Prepare BOQ (take-off, measurement method, separate by trade).
    Output: BOQ Excel/PDF.
  3. Cost estimation (materials, labor, equipment, OH & profit).
    Output: project estimate + assumptions.

STEP 2: Construction Stage

  1. Material quantity control (BOQ vs actual, tracking sheet, prevent waste).
    Tool: Excel/Google Sheet.
  2. Progress measurement (weekly/monthly: measure completed work, record % progress).
    Output: progress report + measurement sheet.
  3. Payment certificate (IPC) (attach progress photos, measurement, approved rate).
    Output: Interim Payment Certificate submission.
  4. Variation Order (VO) management (identify, measure, rate, claim, negotiate).
    Output: VO document + approval status.
  5. Cost control & reporting (budget vs actual, planned vs spent, risks).
    Output: monthly cost report.

STEP 3: Post-Construction Stage

  1. Final measurement (confirm final quantities, remove provisional items).
  2. Final account preparation (contract + approved VO + deductions).
    Output: Final account statement submission.
  3. Project cost summary (final cost, profit/loss, lessons learned).
    Output: close-out cost summary report.
4

Daily / Weekly / Monthly Checklist

Simple routine to keep cost under control
⌄

Daily

  • Check site progress and record completed items.
  • Record extra works / changes immediately (for VO evidence).
  • Update material usage (delivered vs installed).

Weekly

  • Update quantity tracking (BOQ vs actual).
  • Meet site engineer to confirm completed work and upcoming work.
  • Review VO items and collect photos / approvals.

Monthly

  • Prepare and submit IPC (payment claim).
  • Submit monthly cost report (budget vs actual).
  • Update cash flow forecast.
5

Responsibility Matrix

Who does what, when
⌄
Stage QS Responsibility
Pre-construction Estimate, BOQ, take-off, assumptions, tender support
Construction Quantity control, material tracking, VO, cost reporting
Payment IPC preparation, measurement sheet, evidence, submission
Close-out Final measurement, final account, cost summary
6

Tools for QS

Recommended tools (simple to advanced)
⌄
  • Excel / Google Sheets (BOQ, tracking, IPC, reports)
  • AutoCAD (quantity take-off support)
  • Planswift / CostX (optional for faster take-off)
  • Camera / Phone (progress evidence + VO proof)
  • Contract documents (scope, rates, VO rules)
  • BOQ templates (standard format + consistent units)
7

Key Rules for a Strong QS

Quality + protection for your company
⌄
  • Measure only approved work (avoid disputes).
  • Never guess quantities—use drawings/site measurement.
  • Keep photo evidence (before/after, hidden works).
  • Track VO immediately (don’t wait until end).
  • Update cost weekly to prevent budget shock.
  • Always keep evidence (emails, messages, approvals).
Best practice: Any change = record + measure + price + approval.
8

Mini Template (Copy & Use)

Quick structure for your QS files
⌄
  • BOQ: Item | Description | Unit | Qty | Rate | Amount | Remark
  • Progress: Item | Total Qty | Done Qty | % | Evidence | Date
  • VO: Reason | Drawing ref | Old qty | New qty | Rate | Claim | Status
  • IPC: Period | Work done | VO | Retention | Previous | This month | Total

In Detail:

Here is a clear, professional SOP for a Quantity Surveyor (QS) in construction that you can use for site work, office work, or your company system.
I write it in simple, practical English (easy for your team to follow).

SOP – Quantity Surveyor (QS) in Construction

1. Purpose

To control cost, quantity, payment, and contract compliance for the project from start to finish.

2. Scope of Work

The QS is responsible for:

  • Cost estimation
  • BOQ preparation
  • Material quantity control
  • Payment certification
  • Variation order (VO) management
  • Cost reporting
  • Final account closing

3. SOP Workflow (Step-by-Step)

STEP 1: Pre-Construction Stage

1.1 Review Documents

  • Architectural drawings
  • Structural drawings
  • MEP drawings
  • Specifications
  • Contract & agreement

Output:
✅ Confirm scope
✅ Identify missing information

1.2 Prepare BOQ (Bill of Quantities)

  • Measure quantities (take-off)
  • Use standard measurement method
  • Separate by trade (civil, finishing, MEP)

Output:
📄 BOQ Excel / PDF

1.3 Cost Estimation

  • Material cost
  • Labor cost
  • Equipment cost
  • Overhead & profit

Output:
💰 Project cost estimate

STEP 2: Construction Stage

2.1 Material Quantity Control

  • Check actual usage vs BOQ
  • Update material tracking sheet
  • Prevent waste & over-ordering

Tool: Excel / Google Sheet

2.2 Progress Measurement (Weekly / Monthly)

  • Measure completed work on site
  • Compare with drawings & BOQ
  • Record % progress per item

Output:
📊 Progress report

2.3 Payment Certificate (IPC)

  • Prepare monthly payment
  • Attach:
    • Progress photos
    • Measurement sheet
    • Approved rate
  • Submit to client / consultant

Output:
📄 Interim Payment Certificate

2.4 Variation Order (VO) Management

  • Identify VO (design change, extra work)
  • Measure new quantities
  • Apply rate (contract / new rate)
  • Prepare VO claim
  • Negotiate with client/consultant

Output:
📄 VO document & approval

2.5 Cost Control & Reporting

  • Compare:
    • Budget vs Actual
    • Planned vs Spent
  • Report risk early

Output:
📊 Monthly cost report

STEP 3: Post-Construction Stage

3.1 Final Measurement

  • Measure all completed work
  • Confirm final quantities
  • Remove provisional items

3.2 Final Account Preparation

  • Combine:
    • Original contract
    • Approved VO
    • Deduction
  • Submit final account to client

Output:
📄 Final account statement

3.3 Project Cost Summary

  • Final cost
  • Profit / loss
  • Lessons learned

Output:
📊 Project cost summary report

4. QS Daily / Weekly / Monthly SOP

Daily

  • Check site progress
  • Record extra works
  • Update material usage

Weekly

  • Update quantity tracking
  • Meet site engineer
  • Review VO items

Monthly

  • Prepare IPC
  • Submit cost report
  • Update cash flow

5. QS Responsibility Matrix

Stage

Responsibility

Pre-construction

Estimate, BOQ

Construction

Control cost & quantity

Payment

IPC, VO

Close-out

Final account

6. Tools for QS

  • Excel / Google Sheets
  • AutoCAD (take-off)
  • Planswift / CostX (optional)
  • Camera (site record)
  • Contract documents
  • BOQ template

7. Key Rules for Good QS

✅ Measure only approved work
✅ Never guess quantity
✅ Keep site photos
✅ Track VO immediately
✅ Update cost weekly
✅ Always keep evidence


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