How do you validate and verify your quantity take-offs against actual measurements and invoices?

1 What are quantity take-offs?

Quantity take-offs (QTOs) are the process of estimating the quantities and costs of materials, labor, and equipment needed for a construction project. QTOs are based on the project specifications, drawings, and contract documents, and they are used for budgeting, bidding, scheduling, and procurement purposes. QTOs can be performed manually or with the help of software applications that automate and streamline the process.

2 Why are benchmarks and comparisons important?

Benchmarks and comparisons are essential for validating and verifying your QTOs against actual measurements and invoices. Benchmarks are the industry standards or historical data that provide a reference point for your QTOs. Comparisons are the analysis of the differences between your QTOs and the actual quantities and costs of materials, labor, and equipment used in the project. Benchmarks and comparisons can help you identify errors, discrepancies, inefficiencies, and opportunities for improvement in your QTOs.

3 How to use benchmarks for QTOs?

Benchmarks can be obtained from various sources, such as published databases, trade associations, professional organizations, or previous projects. You can use benchmarks to check the reasonableness, completeness, and accuracy of your QTOs by comparing them with the average or expected values for similar projects. For example, you can use benchmarks to verify the unit costs, productivity rates, waste factors, or contingency allowances of your QTOs. You can also use benchmarks to adjust your QTOs for regional variations, market conditions, or inflation factors.

4 How to use comparisons for QTOs?

Comparisons can be performed at different stages of the project, such as during the design, construction, or post-construction phases. You can use comparisons to monitor and control the progress, performance, and quality of your QTOs by comparing them with the actual measurements and invoices of materials, labor, and equipment delivered and installed in the project. For example, you can use comparisons to track the variances, deviations, or changes in your QTOs due to design modifications, scope changes, site conditions, or subcontractor performance. You can also use comparisons to reconcile and audit your QTOs with the final project costs and payments.

5 What are some tools for benchmarks and comparisons?

Depending on your needs, preferences, and budget, there are a variety of tools available for conducting benchmarks and comparisons for your QTOs. Microsoft Excel and Google Sheets are two popular spreadsheet applications that allow you to create, store, and manipulate your QTOs for comparison with benchmarks and actual data through formulas, functions, charts, and tables. Estimating software applications such as PlanSwift, Bluebeam, or On-Screen Takeoff enable digital QTOs from electronic plans and drawings with features such as overlays, annotations, reports, and integrations. Project management software applications like Procore, Buildertrend, or CoConstruct provide features such as dashboards, workflows, alerts, and collaborations to manage and coordinate QTOs in comparison with benchmarks and actual data.