Bill of Quantities Template for Builders: What to Include and How to Get It Right

# Bill of Quantities Template [For Builders](/for-builders): What to Include and How to Get It Right

If you're preparing a tender, managing a construction budget, or negotiating with subcontractors, you need a Bill of Quantities (BOQ). It's the financial blueprint that turns architectural plans into a structured cost breakdown—but only if it's done correctly.

A well-prepared BOQ template saves time, reduces disputes, and gives you the clarity you need to price competitively. This guide walks you through exactly what goes into a professional BOQ, how to structure it, and how to avoid costly mistakes that could undermine your tender submissions or project budgets.

> TL;DR: A Bill of Quantities template for builders must include preliminaries (site costs), measured works (itemised by trade), provisional sums, and unit rates. Columns should show description, unit of measurement, quantity, unit rate, and amount. EstiFlow automates BOQ generation from your plans within hours, producing an editable workbook aligned with Australian building standards and market pricing.

Table of Contents

1. [What Is a Bill of Quantities?](#what-is-a-bill-of-quantities)
2. [Why Builders Need a BOQ Template](#why-builders-need-a-boq-template)
3. [Step 1: Understand the Core Components](#step-1-understand-the-core-components)
4. [Step 2: Set Up Your BOQ Structure](#step-2-set-up-your-boq-structure)
5. [Step 3: Include Preliminaries and Site Costs](#step-3-include-preliminaries-and-site-costs)
6. [Step 4: List Measured Works by Trade Section](#step-4-list-measured-works-by-trade-section)
7. [Step 5: Add Provisional Sums and Allowances](#step-5-add-provisional-sums-and-allowances)
8. [Step 6: Establish Unit Rates and Calculations](#step-6-establish-unit-rates-and-calculations)
9. [Common Mistakes to Avoid](#common-mistakes-to-avoid)
10. [How EstiFlow Simplifies BOQ Creation](#how-estiflow-simplifies-boq-creation)
11. [FAQ](#faq)
12. [Key Takeaways](#key-takeaways)

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What Is a Bill of Quantities?

A Bill of Quantities is a detailed, itemised document that lists every material, labour cost, and service required to construct a building project, along with quantities and unit rates. It serves as the primary costing document for tenders, budgeting, and project management.[1]

In Australian residential construction, a BOQ is essential for several reasons:

• Tender transparency: Subcontractors and material suppliers bid against the same itemised scope.
• Cost control: Every line item is tracked and measured, preventing hidden cost escalation.
• Project management: Progress claims and variations are measured against the original BOQ.
• Dispute prevention: Clear scope assumptions reduce disagreements over what was included.

Unlike a generic cost guide or a Bill of Materials (which lists only materials for procurement), a BOQ includes labour, plant, overheads, and provisional allowances. It's the contractor's costing reference document.

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!Bill of Quantities Template for Builders: What to Include and How to Get It Right infographic Process overview for bill of quantities template

Why Builders Need a BOQ Template

Manual BOQ preparation is time-consuming, error-prone, and often incomplete. Builders who rely on templates or spreadsheets typically encounter:

• Incomplete measurements: Missing areas, slab calculations, or trade scope overlaps.
• Inconsistent formatting: Different tabs, units, or rate structures across projects.
• Outdated pricing: Last year's rates don't reflect current subcontractor costs.
• Slow turnaround: Creating a BOQ from scratch takes days, delaying tender submissions.
• Variation disputes: Unclear provisional sums lead to unexpected cost claims.

A standardised BOQ template ensures consistency, completeness, and speed—but only if the template is tailored to Australian building standards and your regional market rates.

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Step 1: Understand the Core Components

Every professional BOQ template contains four core sections:[2]

1. Preliminaries (Site and General Costs)

These are non-productive costs that don't directly build the house but are essential to the project:

• Site setup and temporary works (fencing, site office, water/power).
• Site management and supervision (foreman, project manager, site visits).
• Plant and equipment hire (cranes, excavators, compressors).
• Insurance, permits, and compliance (scaffolding inspection, SWMS).
• Site cleanup and demobilisation.

Preliminaries are typically quoted as a lump sum or percentage of the total contract price. In Australian residential projects, preliminaries typically represent 8–15% of the contract value, depending on project size and site complexity.[3]

2. Measured Works (Itemised Trade Sections)

These are all the measured items of work, organised by trade or section:

• Substructure (excavation, foundations, slab).
• Superstructure (framing, roof, weathering).
• Internal finishes (plastering, flooring, painting).
• Services (plumbing, electrical, HVAC).
• External works (fencing, paving, landscaping).

Each item is measured directly from the architectural plans and listed with quantity, unit of measurement, and unit rate.

3. Provisional Sums (Uncertain or Pending Scope)

These are cost allowances for work that isn't fully defined at tender stage:

• Unforeseen site conditions (rock excavation, contamination).
• Client options not yet confirmed (kitchen upgrades, pool, solar panels).
• Nominated subcontractor selections awaiting pricing.
• Testing, inspections, and compliance work.

Provisional sums must be clearly labelled and documented in a decision register, so no assumptions are hidden. This prevents scope creep disputes later.

4. Prime Cost Sums (Nominated Supplier/Subcontractor Costs)

These are costs for nominated suppliers or subcontractors that have been pre-quoted:

• Structural engineer designs.
• Specialty items (swimming pools, lifts, premium windows).
• Supplier selections (kitchen appliances, bathroom fixtures).

Prime cost items are typically quoted separately and added to the contract price, often with a builder's markup for coordination.

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Step 2: Set Up Your BOQ Structure

A professional BOQ template requires a consistent column structure. Here are the essential columns:[4]

| Column | Purpose | Example | --- |--------|---------|----------| --- | Item No. | Sequential reference for variations and claims | 1.1, 1.2, 2.1 | --- | Description | Detailed description of work or material | "Excavation and remove topsoil, 300mm depth, average" | --- | Unit of Measurement (UOM) | Metric for measurement | m³, m², each, lin m, tonne | --- | Quantity | Measured amount required | 45.6 | --- | Unit Rate | Cost per unit (material + labour + plant) | $65.00 | --- | Amount | Total for line item (Qty × Rate) | $2,964.00 | --- | Remarks/Notes | Assumptions, exclusions, or conditions | "Assumes fill material on-site" |

Pro Tip: Add a Measured/Provisional flag column to distinguish measured items (from plans) from provisional allowances (pending confirmation). This prevents confusion during variations and claims.

Your template should also include:

• Project header: Project name, address, stage (DA, tender, construction).
• Document control: Revision number, date prepared, estimator name.
• Summary tables: Subtotals by section and trade for quick financial review.
• Assumptions and exclusions page: Clearly state what is and isn't included.

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Step 3: Include Preliminaries and Site Costs

Preliminaries are often overlooked or underestimated, leading to project losses. A comprehensive preliminaries section must cover:[5]

Site Establishment

• Temporary site fencing and gates.
• Portable site office, mess room, storage.
• Water supply connection (bore or reticulated).
• Temporary power and lighting.
• Site signage and public liability notices.

Site Management and Labour

• Site foreman (full-time or part-time, depending on project duration).
• Project manager (monthly visits or full-time, depending on scope).
• Site induction and safety training.
• SWMS preparation and supervision.

Plant and Equipment

• Excavator hire (weeks on site).
• Concrete pump hire (per day of concrete pours).
• Scaffolding (erection, hire, and removal).
• Compactor, vibrator, formwork equipment.

Compliance and Insurance

• Building permits and inspections.
• Structural engineer sign-off.
• Electrical and plumbing inspections.
• Scaffolding safety inspection (if required).
• Site insurance excess or gap.

Cleanup and Demobilisation

• Final site cleanup and rubbish removal.
• Removal of temporary facilities.
• Site reinstatement.

Quote preliminaries as a lump sum with a supporting schedule showing foreman weeks, plant hire periods, and material quantities. This allows subcontractors to understand the cost drivers and negotiate variations fairly.

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Step 4: List Measured Works by Trade Section

Measured works should be organised by trade section, with each item measured directly from architectural and engineering plans. Here's the structure:

Foundation and Substructure

• Strip topsoil and stockpile (m³).
• Excavate foundations to depth (m³).
• Cut and fill for slab on ground (m³).
• Compact fill material (m²).
• Lay subgrade membrane (m²).
• Concrete footing (m³).
• Concrete slab on ground (m³).

Superstructure (Framing and Cladding)

• Timber framing (lin m of stud, roof rafter, plate).
• Steel beam or column (tonne).
• Roof trusses (each or m² of roof area).
• External weatherboard or brick cladding (m²).
• Roof sheeting and underlayment (m²).

Internal Finishes

• Gypsum plaster and taping (m²).
• Internal wall painting (m²).
• Ceramic tile or stone tiling (m²).
• Timber or laminate flooring (m²).
• Carpet and underlay (m²).

Services (Plumbing, Electrical, HVAC)

• Copper or PVC pipe runs (lin m).
• Electrical conduit and cabling (lin m).
• Light fittings and switches (each).
• HVAC ductwork and outlets (lin m).
• Hot water service (each).

External Works

• Concrete driveway and pathways (m²).
• Fencing (lin m).
• Landscaping and turf (m²).
• Gutter and downpipes (lin m).

Each item should reference plan pages or measurements so the extent is clear. Include a note of the unit rate source—is it based on current quotes, industry benchmarks, or historical data?

💡 Pro Tip: Separate labour rates from material rates in your unit rate calculation. This makes it easier to adjust for labour cost inflation or subcontractor variations without recalculating everything.

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Step 5: Add Provisional Sums and Allowances

Provisional sums protect you from unknown costs at tender stage, but they must be clearly documented to avoid disputes. Every provisional sum should include:

1. Description: What is the uncertain work?
2. Reason: Why is it provisional? (e.g., pending site inspection, client decision, design finalisation).
3. Estimated amount: Your best guess based on risk assessment.
4. Action required: What needs to happen before the provisional sum becomes definite? Who is responsible?
5. Timeline: When should this be resolved?

Example:

| Item | Description | Amount | Reason | Action Required | Responsibility | --- |------|-------------|--------|--------|-----------------|----------------| --- | P1 | Excavation and disposal of rock | $8,500 | Site inspection indicates possible rock layer | Perform site boreholes before construction | Contractor | --- | P2 | Additional structural engineer certification for pool | $1,200 | Pool design not yet confirmed by client | Client to approve pool design | Client | --- | P3 | Allowance for asbestos remediation | $3,000 | Older structure may contain asbestos | Conduct asbestos survey | Contractor |

Document every provisional sum in a decision register (part of your BOQ output) so there's a clear trail of what was assumed and what still needs resolution. This reduces variation disputes and delays.

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Step 6: Establish Unit Rates and Calculations

Unit rates are the heart of your BOQ—they determine accuracy and competitiveness. Building accurate unit rates requires:

1. Material Cost Component

Source current material prices from:

• Recent supplier quotes for the region.
• Industry cost guides (Rawlinsons, Building Cost Information Service).
• Historical data from past projects adjusted for inflation.

Include waste allowance (typically 5–10% for small items, 2–3% for bulk materials).

2. Labour Cost Component

Calculate labour rates based on:

• Award wage rates for the relevant trade (National Electrical, Plumbing, Carpentry awards).
• Productivity (how many m² per day can a tradesperson complete?).
• Supervision and apprentice costs.
• On-costs (PAYG tax, superannuation, workers' comp insurance, training levy).

For example: - Bricklaying: 250 bricks per day per bricklayer = 250 m² ÷ hours per day = hourly productivity. - Labour cost = (Award hourly rate + on-costs) ÷ productivity = cost per m².

3. Plant and Equipment Cost Component

Include cost of specialist tools, equipment hire, or setup:

• Concrete pump hire (per m³).
• Scaffolding (per week).
• Compaction equipment (per m³).

4. Margin and Profit

Add your builder's margin (typically 7–15% depending on risk and project size). Be transparent about what the margin covers—site supervision, overhead allocation, and contingency.

Calculation example:

External brick cladding (m²): - Material cost: $45/m² (bricks, mortar, ties, waste allowance). - Labour: 0.5 hours per m² × $55/hour award rate = $27.50/m². - Plant (scaffolding, equipment): $8/m². - Subtotal: $80.50/m². - Margin (10%): $8.05/m². - Unit rate: $88.55/m²

Document the assumptions behind each major rate so variations are easy to process and your pricing is defensible.

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Common Mistakes to Avoid

1. Incomplete or Overlapping Scope

Problem: Two trades claim the same item (e.g., caulking between wall and cladding), or an item is omitted entirely.

Solution: Use a trade scope matrix showing which trade is responsible for each boundary condition. Add notes to describe boundaries clearly ("Caulking to be carried out by cladding contractor at interface with window frames").

2. Vague Item Descriptions

Problem: "Painting" without specifying surface preparation, number of coats, or paint grade leads to disputes over quality and cost.

Solution: Write descriptions in detail. Instead of "Painting," write "Prime new plasterboard walls with primer/sealer, two coats of low-sheen acrylic paint, 15-minute intervals between coats."

3. Unrealistic Unit Rates

Problem: Copying rates from a project in a different region, market, or time period without adjustment. This leads to underpricing or overpricing.

Solution: Source rates from current local quotes, regional cost benchmarks, and supplier feedback. Document the source and date of each rate. Review rates quarterly and adjust for market conditions.

4. Insufficient Provisional Sums

Problem: Underestimating unknowns (unforeseen site conditions, client changes, or design finalisations) leads to cost blowout and disputes.

Solution: Build in realistic provisional sums based on risk assessment. If there's a 20% chance of rock excavation costing $10,000, include a $2,000 provisional for that risk. Document the assumption clearly.

5. Missing Assumptions and Exclusions

Problem: Bidding contractors assume things differently, leading to disputes over scope. For example, does the contract include temporary site facilities? Who supplies scaffolding?

Solution: Create a one-page assumptions and exclusions document that accompanies the BOQ. State clearly: - What is included in the contract price. - What is excluded (e.g., kitchen appliances, curtains, landscaping). - What is provisional (pending client decision or design finalisation). - Key conditions (e.g., "Assumes good weather," "Assumes design completion by [date]," "Assumes existing services marked on site plan").

6. No Version Control or Decision Tracking

Problem: Multiple versions of the BOQ circulate, and it's unclear which rates or scope items were agreed with subcontractors.

Solution: Track BOQ revisions with a date and revision number. Maintain a decision register documenting when provisional sums were resolved and at what final cost. This prevents disputes and speeds up final accounts.

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How EstiFlow Simplifies BOQ Creation

Manual BOQ creation from plans is labour-intensive and error-prone. EstiFlow automates the process by generating a fully costed, editable BOQ workbook directly from your architectural plans within hours.

!EstiFlow website EstiFlow — EstiFlow is an automated construction cost estimation platform designed for Australian builders and developers

Here's what you get with EstiFlow:

Automated Cost Estimate Report

A structured, professional report showing: - Total contract price and cost per m² of gross floor area. - Cost breakdown by trade section (substructure, superstructure, finishes, services). - Measured vs. provisional item split, so you see what's certain and what's pending. - Risk visibility—gaps and assumptions flagged so you know what still needs resolving before tender. - Pre-tender decision register mapping every provisional sum to a specific action, owner, and dollar exposure.

Editable BOQ Workbook

Every line item is laid out in a builder-friendly spreadsheet where your team can: - Review quantities directly measured from your plans. - Edit unit rates to match your current subcontractor quotes or regional pricing. - Adjust supervision and margin settings to fit your project model. - Save your preferred rates and settings to your profile for future projects. - Recalculate the entire contract price in real time as you adjust rates.

Subcontractor Pricing Packs

Ready-to-send trade packages pre-formatted with: - A project-specific scope brief for each trade (what's included, what's excluded). - A BOQ table with quantities already measured from your plans. - Space for the subcontractor to enter their unit rates and total price.

This ensures every subcontractor is pricing the same scope and timeline, making bids directly comparable.

Market-Aligned Pricing and Regional Rate Cards

EstiFlow's estimates are costed to current residential market benchmarks for your region (NSW, Victoria, Queensland, etc.), so you're not starting from a blank spreadsheet. Rates reflect labour costs, material supply, and site conditions specific to your market. You can then adjust rates based on your own quotes or historical data.

Indicative Construction Programme

Alongside your BOQ, you receive a phase-by-phase timeline showing: - Key construction milestones (lockup, service rough-in, handover). - Trade durations and sequence logic. - Procurement lead times for long-delivery items.

This helps you understand cash flow, subcontractor scheduling, and any critical path constraints.

When to get an estimate: If you're preparing a tender, refining your budget, or comparing project costs across different designs, EstiFlow delivers a builder-ready BOQ in hours rather than days, and it's fully compliant with Australian construction standards and DA requirements.

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FAQ

What is the difference between a BOQ and a Bill of Materials?

A Bill of Quantities (BOQ) is a comprehensive costing document that includes materials, labour, plant, preliminaries, and services. It's used for tendering, budgeting, and contract management. A Bill of Materials (BoM) lists only materials required for procurement and is typically used by suppliers and plant managers, not for contract pricing.[1]

How detailed should BOQ descriptions be?

BOQ descriptions should be specific enough that a subcontractor knows exactly what work is included and can price it confidently. Instead of "Brickwork," write "Clay face brick outer leaf, cavity 75mm width, ties every 6 courses, mortar bed joints 10mm, head joints 12mm, standard mortar mix." This prevents misinterpretation and disputes.

What percentage of the contract price should preliminaries represent?

Preliminaries typically represent 8–15% of the total contract value in Australian residential construction. On smaller projects (under $500K), preliminaries may be 12–15%. On larger multi-unit projects (over $2M), they may drop to 8–10% because site costs are spread across more units. Document your preliminaries schedule so subcontractors understand the cost drivers.

How often should provisional sums be reviewed and resolved?

Provisional sums should be reviewed monthly during construction planning and again before construction starts. Any provisional sum that hasn't been resolved 2–4 weeks before the relevant trade arrives should be escalated to the project manager for decision. Unresolved provisionals delay trade coordination and increase risk.

Can I use the same BOQ for multiple bid rounds?

Yes, but revise it for each round. Between bid rounds, update unit rates based on current quotes, adjust quantities if the design changes, and resolve provisional sums that have been clarified. Track revisions with a date and version number so bidders know they're pricing the current scope, not an outdated version.

What should I do if a subcontractor's quote differs significantly from my BOQ rate?

Investigate the difference. Ask the subcontractor to itemise their quote and identify where they differ (e.g., material cost, labour hours, waste allowance, supervision). Either negotiate to align with your rate or update your BOQ rate and adjust the contract price accordingly. Document the reason for any change so future projects benefit from the updated market data.

How do I handle design changes and variations to the BOQ?

Every variation should be measured and priced against the original BOQ rates. If a variation involves new work not in the original BOQ, establish a unit rate based on the same methodology as the original estimate (material + labour + margin). Document the variation with a change order referencing the original BOQ item number. This keeps the final account traceable and defensible.

Should the BOQ include a contingency allowance?

Yes, contingency is separate from provisional sums. Provisional sums cover known uncertainties (pending client decisions, design finalisations). Contingency covers unknown risks and unforeseen costs. A typical contingency is 3–5% of the measured works for residential projects with complete plans. Document what the contingency covers (e.g., "Unforeseen site conditions, minor design changes") so it's not used arbitrarily.

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Key Takeaways

• A BOQ is a financial blueprint: It itemises all materials, labour, and costs required to build the project, organised by trade and measured from architectural plans.

• Include four core sections: Preliminaries (site and management costs), measured works (itemised by trade), provisional sums (for uncertain scope), and prime cost sums (for nominated suppliers).

• Structure your BOQ consistently: Use columns for item number, description, unit of measurement, quantity, unit rate, amount, and remarks. Add a measured/provisional flag to avoid confusion during variations.

• Be specific in descriptions: Vague item descriptions lead to disputes. Write detailed descriptions that leave no room for misinterpretation of scope, quality, or exclusions.

• Build unit rates from three components: Material cost (sourced from current suppliers), labour cost (based on award rates and productivity), and plant/equipment costs (hire rates or ownership cost).

• Document assumptions and exclusions: Create a one-page assumptions document that travels with the BOQ so every bidder knows what is and isn't included. This prevents disputes and misquotes.

• Track provisional sums carefully: Every provisional must be linked to a specific action, owner, timeline, and dollar exposure in a decision register. Resolve provisionals before construction starts to avoid surprises.

• Review and update rates quarterly: Market conditions change. Keep your rate library current by collecting quotes from local subcontractors and suppliers. Regional variations are significant, so don't assume rates from one state apply to another.

• Use regional market benchmarks: Australian construction costs vary by state and regional location. Align your rates with your market before adjusting for project-specific factors.

• Automate where possible: Manual BOQ creation is error-prone and slow. EstiFlow generates a fully measured, costed BOQ in hours, complete with subcontractor pricing packs and decision registers, so you can focus on tendering and project planning rather than spreadsheet labour.

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Sources

[1] Procore. "Bill of Quantities Guide." https://www.procore.com/en-gb/library/bill-of-quantities-guide

[2] BuildCopilot. "Bill of Quantities Template." https://buildcopilot.ai/templates/bill-of-quantities

[3] Stonehaven. "Bill of Quantities Template and Format for Construction." https://www.stonehaven.ae/insights/bill-of-quantities-template-format-construction

[4] QtyReport. "What is a Bill of Quantities?" https://www.qtyreport.com/[Blog](/blog)/what-is-bill-of-quantities

[5] Australian Institute of Quantity Surveyors. "Standard Method of Measurement (SMM) for Australian Construction." https://www.aiqs.com.au/

[6] Master Builders Australia. "Construction Cost Benchmarking—Residential Building Rates 2026." https://www.masterbuilders.com.au/

[7] FarahQ. "BOQ Generation and Automated Quantity Takeoff." https://farahq.com/solutions/boq-generation

[8] Rawlinsons. "Australian Construction Handbook 2026." https://www.rawlinsons.com.au/

[9] Department of Industry, Science and Resources. "Residential Construction Industry—Cost and Delivery Trends." https://www.industry.gov.au/

[10] Fair Work Ombudsman. "Award Rates and Entitlements." https://www.fairwork.gov.au/

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