12 Things to ensure Record Keeping in Construction Projects
12 Things to ensure Record Keeping in Construction Projects
Record keeping is an integral part of every business across all industries. However, in the construction industry, you cannot afford to be careless in your record keeping. It’s because excellent record maintenance has an essential role to play in construction activities.
Record keeping in construction projects includes keeping a record of invoicing, activities carried out at the construction site, additional work charges, extra work hour charges, bills for the equipment and materials used, safety records, and more. Keeping a record of all these activities will help you during construction audits of your as well as safeguarding you against any false claims, liquidation damages, or violations of UK construction industry’ guidelines claimed by your clients or anyone else.
So, let’s take a look at the things you will need for record-keeping for small businesses in the construction sector!
Things Required for Record-Keeping in Construction Projects
Here are the things you will need to ensure seamless record-keeping in construction projects:
1. Invoice Books
Invoice books are essentially carbonless sheets or NCR sets perforated and staple-bound into a Book of 50 Sets. These customisable NCR sheets can be date-stamped and used to record a transaction between a buyer and a seller. Invoices can include a bill of sale, paper receipt, and more. You can get these sheets customised so that they reflect your construction business’ colours and logo. A variant would be glued into 50 Sets an an Invoice Pad.
Dayworks are sheets that a contractor uses to pay for specifically-instructed work outside of the job that your company was hired for. This work is paid for on the basis of the cost of labour, materials, equipment, overheads, etc. You can get custom-printed dayworks that highlight your company logo and details. You can also choose to have them printed on loose carbonless sheets or NCR sheets glued together as Dayworks Pads.
A CVI or Confirmation of Verbal Instruction is a procedure form that construction companies and builders can use to give the contract’s administrator the legal right to issue site instructions to the contractor. This form includes the date, company’s name and address, contract title, instructions, tick boxes, client signature panel, company signature panel, and on-site photos. You can get these forms custom-printed with your company logo and colours and they’re also available as NCR Books or Pads.
4. Quotation Forms
Quotation forms are essentially printed forms that construction companies use to give an exact quote agreed upon based on the price and quantity of the materials plus the cost of the service between the company and their client. This type of form will feature the client’s details, e-mail address, phone number, quotation description, product quantity, price, the client’s signature and date, plus other agreed quotation terms. It also includes a limited validity date of 30 days. When creating a quotation form, make sure to mention all the pricing details in writing and break them down if needed to avoid any future disputes.
5. Estimate Form
An estimate form is similar to a quotation form, but the major difference between the two is that in an estimate form, the price you quote is an approximate calculation of the price and quantity of material and your service charges. It features the client’s details, product quantity, estimate description, client’s signature, date, your signature, and other agreed upon terms. Make sure to provide the estimated variable costs in writing with a detailed breakdown of each cost to avoid future pricing disputes.
6. Purchase Order
Purchase orders help you keep a record of the stock you order from a supplier. Your supplier will quote your purchase order number to you at the invoicing stage for payments. A purchase order enables you to cross-reference the internal order or check which staff member authorised the delivery of the goods. It typically includes your company details, delivery address for the order, order date, delivery date, name of the person who ordered the goods, quantity & description of the goods, price of the order, purchase order number, VAT, and total price.
7. Delivery Notes
Delivery Notes ensure immaculate records of site details during site call-outs. They include the list of goods used, labour and plant times, and more details that you can share with the client or keep in your record. They include labour time and costs, site contact name, construction site address, materials used on the project, and signatures of the client’s representative and the construction engineer.
8. Scaffolding Forms
Scaffolding forms are records that inform the client at the time of the site handover that the scaffolds were built based on their requirements and comply with UK regulatory body standards. They signify the scaffolds are fit-for-purpose and were designed as per site instructions. Moreover, your business can benefit from scaffolding site instructions that describe the on-site requirements so that you can receive the client’s approval before starting any construction work. These forms are especially important to meet the strict Health & Safety requirements on any UK building site.
9. Site Reports
Record keeping on UK construction projects also includes site reports, which enable a business to record building site details during site surveys during construction site call-outs. They describe the work conducted, and you can either keep them as part of your official record or share them with the customer. These reports typically feature the site address, job number, departure and arrival of field service engineers, job type descriptions, client comment sections, dual signature spaces for the business and the client, plus other relevant fields.
10. Time Sheets
Time Sheets help you keep a physical record of an employee’s time spent working on the building site during a full day or the week. These work well in fields that employ people on weekly or daily wages, such as the construction sector. These sheets record the duration of a working day, the task the employee performed, and the breaks they took during the day. These sheets are typically split into days of the week and include the building site location, job number, start and finish times, breaks, total hours, and other relevant details for time-keeping reasons.
11. Variation of Order
A variation of order form enables you to alter any delivery to a construction site. Through this form, you can add, alter, or delete anything from the project’s original scope. It is also known as a ‘variation order’, ‘change order’ or ‘variation instruction’. However, for this to be in effect, you need it to be in writing, plus your client has to sign it off. This form includes the site contact name, site address, contractor’s address, date, the quantity of the materials, delivery time, final price of the goods, and signatures of both parties.
12. Worksheet Reports
Worksheet reports ensure accurate recording of construction site details to facilitate the survey of the field service engineer. You can personalise the worksheet reports with your company details and logo. These Report forms typically include the fixed and additional price, material purchased, call-out requests, employee’s signature, hours worked, materials used, customer signatures, and additional information as required.
So, those are the 12 forms we recommend thinking about for your construction company’s record keeping, which is an imperative task that needs to be performed diligently so records can be kept safely. You can use the aforementioned Carbonless NCR forms to ensure seamless record tracking and management for your office protecting you and your firm from future disputes, legal lawsuits, and client mismanagement.
At Trade Printing UK, you have the opportunity to custom print all of the forms mentioned in this blog post. We have multiple customisation options available on our website and can print these in your branded colours, along with relevant company details.