Turning a Bill of Quantities into a Purchasing Schedule

A construction bill of quantities is not always ready to send to a supplier. It may group materials by trade, include installation labor or use descriptions intended for tender comparison. A procurement schedule needs identifiable products, ordering units and a direct link to the drawings that control production.

Preserve the original references

Keep the BOQ line number and add a purchasing reference rather than renaming everything. Separate supply-only quantities from labor or installation allowances. Where an area is converted into pieces, record the calculation and the person who approved it. Do not silently treat an estimated area as a final cutting schedule.

Add the missing purchasing fields

Include product dimensions, finish, packing unit, sample status, approved drawing revision and required delivery phase. For mixed packages, identify which supplier is responsible for accessories connecting two categories. A stone top and a vanity cabinet may be separately quoted but must share a coordinated dimensional reference.

Review before issuing the schedule

• Resolve duplicated items across different trade sections.
• Confirm whether quantities include spares or cutting allowances.
• Mark provisional quantities and explain how changes will be priced.
• Assign an approver for each technical package.

Freeze a dated issue for quotation, then maintain a change log. Suppliers should respond to that issue rather than different versions circulating through messages. This reduces rework when the project moves from tender to purchase.