2/7/25, 5:36 PM Excel templates for construction project cost control - Fuzen

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1 Comment July 12, 2022 Construction

Before starting a construction project, every contractor needs to put

together a construction cost control report for the team to work from. Cost
control report help you track your expenses and cost, track your progress and
identify the problems in advance. Preparing a cost control report can be
quite a tedious task. That is why we have prepared an
excel construction project cost control template to help you quickly prepare a
budget.
Why Excel? Because it’s very easy to use and flexible. Most construction
contractors use excel spreadsheets to prepare their budget reports for
tracking data and performance.
While preparing a project cost control sheet, there are many things that are
considered


Budget for each item

Budget for each task and sub-task

Unit prices

Budgeted Quantities

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
Actual Quantities and Actual Unit Prices

Taxes
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
Billed Amount Services

Spreadsheet is the most popular tool for tracking and displaying all these
numbers to present a comprehensive picture.

Table Of Contents
1. The four main cost categories of construction budget
1.1 Soft Cost
1.2 Hard Cost
1.3 General Conditions
1.4 Permits and fees
2. How to use excel template for construction project cost control?
2.1 Quantity Tracking
2.2 Cost Tracking
3. Using charts to present construction cost control report
3.1 Pie Chart
3.2 Bar Chart
4. Maintaining the cost data

The four main cost categories that are

a part of construction budget
Soft Cost
Soft costs often known as indirect costs, include legal, insurance, design
cost etc. that might be needed for the completion of the construction
project but are not directly related to the building or material. These costs
account for 15-25% of the project cost.

Hard Cost
Hard costs, also known as the direct cost are for the actual construction of
a building that includes material, labor and equipment cost. These costs are
relatively easy to calculate based upon the pricing they receive from the
vendors and subcontractors.

General Conditions

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General costs include cost incurred temporary facilities, transportation,
necessities etc that are required to support the Home
project andProduct
its workers.
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These costs may include project management, accommodation, supervision,
travelling, refreshments etc. Services

Permits and fees

All the major construction projects require review and permitting by local
jurisdiction or authorities. They need to be compensated with a fee for their
time and effort. This fee depends upon the scope of work and the size of
the project.
Now that we know all the major costs incurred during a construction
project, let’s see how to prepare a construction project cost control
template in excel.

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We at Fuzen have helped construction project managers from different

industries to streamline construction project tracking, progress tracking and
cost control.

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This excel template is based on the best practices followed by industry

leaders.

How to use excel template for

construction project cost control?
The excel template is prefilled with some sample data. It represents the
cost control sheet for an imaginary project named Jupiter Chemical Pvt
Ltd.
Several material items are listed in the sheet with details of their budget and
actual cost, budgeted quantity, unit price and balance.
Additionally there are separate sections for “Quantity Tracking” and “Cost
Tracking”.

Quantity Tracking
Equipment, tools, machinery, material items and labours are required for the
completion of the project. Together all these items represent the cost of the
project.
Therefore it becomes important to track all the budgeted quantities of
different items as against actual purchased quantities.
So the quantity tracking section help us to track budgeted quantity against:
1. Indent i.e purchase requisition
2. Purchase Order Quantities (PO)
3. Quantity received on site

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Cost Tracking
Cost Tracking section gets down to the actual cost number. The budgeted
cost is simply the multiplication of budgeted quantities unit price
anticipated in the budget.
Similarly, actual cost is the amount from actual purchase order. This amount
is the multiplication of actual purchased quantity with unit price plus
applicable taxes.
Next in the sheet is the pending cost for that same line item. This is
calculated based upon quantities remaining to be purchased i.e (Budgeted
Quantity-PO Quantity) multiplied by the unit prices from the PO that have
already been placed.
When you add “Actual Cost” to the “Pending Cost” you will get the forecast
cost that you will most likely end up with.

Sometimes you may need to prepare a task-wise cost control report. We

have prepared a report which will help you control and track cost for each
task.

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You can also download these Excel templates for construction cost control
here –

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The sheet includes various sample tasks and subtasks which need to be
completed. Different task owners are assigned for different tasks.
All the items cost like material cost, labor cost, tools and equipment cost
and other expenses are mentioned in front of each task.

A fixed budget for each task and sub-tasks has been decided at the
beginning of the project. Beside budget cost you can find the actual cost.

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Actual cost can be easily calculated by adding all the cost items required
for each task. Home Product Pricing Resources
The Balance column shows if the task has been under budget or over Services
budget. If the task is over budget the amount in the balance is in negative
red. If the task is under budget the balance is in positive green.

Your project may include many tasks and each task may have multiple
subtasks. You can easily compress the task list by using the Expand and
Collapse feature.
You can hide all your sub-tasks by clicking on the “-” button on the left side
of the sheet as shown in the image above. And similarly expand them
whenever you want by simply clicking on the “+” button.

Using charts to present construction

cost control report
Different charts like pie chart, multi layered donut chart, bar chart etc. can
be used to present the information in the report graphically. Using charts
makes your report more attractive and easy to understand.
You can use following charts while preparing your report.

Pie Chart
You can use a pie chart to compare between the Budgeted cost and the
Actual cost.

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The left side represent the Budgeted cost where as the right side
represents the Actual cost.

Bar Chart
Similar to pie chart, bar chart can be used to compare between the Actual
cost and the Budgeted Cost.

The right bar represents the budgeted cost and the left bar represents the
actual cost.

Maintaining the cost data

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Once you download the sheet, you can add your own data and edit the
sheet as per your requirement. Home Product Pricing Resources
But usually, the main challenge is getting the latest data in this sheet. Since Services
the actual procurement and ordering is done with some other tools (ERP,
Accounting Software etc.), someone from your team will need to spend a lot
of time and effort to get that data and manually update in this sheet.
Since it needs to be done manually, it doesn’t get updated very often. The
whole purpose of having this sheet will be defeated if you can’t see the
latest cost numbers there.
It is possible to overcome this challenge by directly connecting your
procurement process with this spreadsheet. Connecting your
construction project management tools in Google drive brings a lot of easy
connectivity to the project management processes.
Here is a construction project management solution that connects all your
important project management tools – schedule, scope of work, budget,
material & cost tracking etc. to finally report the overall project status and
health on a centralized report.
The same solution can also be customized for different industry verticals.
For example, here’s a customized
solution for managing solar installation projects.

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1 Response on this post

Mohammed Salah
October 26, 2023 at 11:10 pm Reply
Amazing documents those I need

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