Digital Bill of Quantities (BoQ) Creation: How to Bring Efficiency and Precision to Your Construction Projects
What exactly is a Bill of Quantities (BoQ) and why is it the be-all and end-all for your construction project?
A Bill of Quantities, or BoQ for short, is the absolute centerpiece of every construction tender and billing process. Think of it as a detailed roadmap that precisely outlines the type and scope of all services for a construction project. This precise listing serves as the binding basis for cost estimation, tender preparation by bidders, and ensures a transparent award of contracts. Especially in the public sector, where the Public Procurement and Contract Regulations for Construction Services (VOB/A) dictate the rules, the BoQ plays a key role. A high-quality bill of quantities software is your best partner here to efficiently manage these complex requirements from the start and establish clear conditions. Because let’s be honest: Without an accurate BoQ, misunderstandings and cost overruns are often already programmed – this highlights how crucial this document really is. The investment in a good bill of quantities software quickly pays off, as it optimizes the entire process from creation to billing and greatly facilitates collaboration among all project participants. Discover how you can elevate your processes with the right construction software to the next level.
- Central role: The BoQ is the core component for construction tenders and billing, defining the type and scope of all project services.
- Binding basis: It serves as a basis for cost estimation, tender preparation, and transparent awarding of contracts, especially in the public sector (VOB/A).
- Error prevention: An accurate BoQ prevents misunderstandings and cost overruns.
- Software support: Modern bill of quantities software optimizes the creation process and minimizes risks of traditional methods like Excel.
The Pitfalls of Traditional BoQ Creation: Why Excel & Co. Often Can’t Keep Up
Do you know this? The manual creation of Bills of Quantities, for example, using spreadsheet programs like Excel, is not only a real time consumer but also extremely error-prone. The constant copying and pasting of items, manual calculation of quantities and prices, and a lack of centralized data management – all of this quickly leads to inconsistencies and errors that can become very costly. Changes and updates often turn into a test of patience and unnecessarily complicate teamwork. The immense time required for creation and maintenance ties up valuable resources that you could certainly use more wisely. A professional bill of quantities software on the other hand, minimizes these risks through clever automation and structured data management. Especially in complex projects that require precise quantity determination according to VOB manual methods are simply outdated and can jeopardize your company’s competitiveness.
Advantages of Modern Bill of Quantities Software: More Than Just a Bit of Time Savings
The use of specialized bill of quantities software provides you with far more than just a speeding up of your workflows. You benefit from a significant reduction in errors thanks to automated checks and standardized text modules. The centralized data management ensures a consistent and always up-to-date data basis for all project participants – this not only improves internal collaboration but also communication with external partners. Changes in the BoQ can be implemented and tracked quickly and easily, significantly increasing your flexibility. In addition, many solutions support compliance with standards like VOB or DIN 276 and facilitate standardized data exchange via GAEB. Therefore, investing in such software is an important step towards professionalization and efficiency enhancement in the entire construction process. Here are some of the key benefits at a glance:
- Efficiency booster: By automating routine tasks, you save valuable time that you can use for more demanding planning aspects that are supported by a bill of quantities software .
- Fewer mistakes, less stress: Integrated plausibility checks and standardized templates in the bill of quantities software minimize the risk of costly errors.
- Teamwork makes the dream work: Centralized data management and clear structures enable smooth collaboration within the team and with external partners, often supported by suitable project management software for construction.
We at Valoon GmbH understand the challenges of the construction industry all too well. With our innovative solution, we want to help you optimize your communication and project management. Even though we don’t offer a pure bill of quantities software in the traditional sense, our platform helps significantly simplify the data collection and information flow that is so important for the creation and processing of BoQs. Learn how you can make your construction projects more efficient and get in touch Contact us for individual consultation – we look forward to hearing from you!What Your BoQ Software Really Needs to Do: GAEB Compliance and Data Handling Under Control
GAEB Compliance and Data Exchange: The Standard for Smooth Construction Processes
The Joint Committee for Electronics in Construction, better known as GAEB, has established standards for the electronic data exchange of construction information in Germany – and that’s a great thing! A GAEB-compliant bill of quantities software is therefore an absolute must to ensure a smooth information flow between planners, tendering authorities, and executing companies. The software should easily master common GAEB data exchange phases and formats, such as GAEB XML (e.g., X83 for Bills of Quantities, X84 for offers). Many bill of quantities software programs even offer integrated GAEB testers that check your BoQs for compliance and identify sources of error before the data is sent out. This prevents annoying compatibility issues and ensures that all parties work with the same, correct information. The ability to process different GAEB versions is also invaluable, as not all project partners always use the latest version. A good bill of quantities software often also provides practical conversion functions between older (D8x, P8x) and newer (X8x) formats.
- GAEB Compliance: Support for common GAEB formats (e.g., X83, X84) and versions is essential for smooth data exchange.
- Flexible interfaces: The software should allow for various data imports/exports (Excel, Word, PDF) and integrations with tender text systems (STLB-Bau, DBD-BIM).
- Precise calculation bases: Integrated tools for quantity determination (possibly according to REB 23.003) and cost structuring according to DIN 276 are essential.
Data Import and Export: Flexibility is Key thanks to Diverse Interfaces
Modern bill of quantities software is often recognized by its high flexibility in data import and export. In addition to the GAEB formats, support for other common file types like Excel (XLSX), Word (DOCX), or PDF is important for importing existing BoQs or easily sharing evaluations. A crucial function of a bill of quantities software is the integration with tender text systems such as STLB-Bau, DBD-BIM, SIRADOS, or HeinzeBauOffice. These systems provide VOB-compliant and up-to-date standard performance texts that you can directly transfer into the BoQ – this increases quality and gives you legal certainty. The ability to migrate data from older systems or from an ERP software for the construction industry can also save a lot of time during software implementation. So make sure that you look for a wide range of supported interfaces to ensure that the software integrates optimally into your existing IT landscape.
Quantity Determination and Cost Estimation: Precision as a Solid Foundation for Success
Accurate quantity determination is the basis for reliable cost estimation and thus for the economic success of your construction project – there are no two ways about it. A powerful bill of quantities software provides you with integrated tools for quantity determination, often with formula editors that enable calculations according to REB 23.003 (regulations for electronic construction billing). The software should also support the structuring of costs according to DIN 276 (costs in structural engineering) to ensure transparent and traceable cost planning and control. The ability to assign performance items directly to cost groups or cost bearers is essential for detailed controlling. Some advanced systems even allow for quantity adoption from CAD or BIM models, further automating the process and reducing sources of error. A precise construction software for calculation is thus an indispensable part of any good bill of quantities software.The Dilemma of Choice: How to Find the Perfect BoQ Software for Your Business
Cloud-based or local installation? The right decision for your company
When selecting a bill of quantities software you often face the question: Cloud solution or would you rather have locally installed software? Cloud solutions score points with data centralization and location-independent access. Teams can collaborate more easily, and the IT management effort is often less, as updates and maintenance are handled by the provider. In contrast, local installations offer more control over your data and are not dependent on a stable internet connection. When choosing a cloud solution, it is particularly important to keep an eye on aspects like data security and compliance when using a bill of quantities software in the cloud. Ensure that the server location is ideally within Europe to guarantee GDPR compliance. Weigh the pros and cons carefully to find the solution that best fits your company structure and working methods. For many craftsmen software-applications, the cloud has already established itself as the standard.
Functionality and scalability: Solutions that grow with your requirements
The functionality of a bill of quantities software should be tailored precisely to the specific needs of your business – not too much, not too little. Small architecture firms have different requirements than large construction corporations. Consider carefully which modules you really need: pure BoQ creation with a bill of quantities software, offer calculation, price comparison, billing, or the complete AVA solution (tendering, awarding, billing)? The scalability of the software is another important point. After all, the solution should be able to grow with your business. Also check the integration possibilities with your existing software landscape, such as accounting programs, your project management software for construction or ERP systems. A good software adapts to your processes – not the other way around. Your investment should be thought of long-term and also consider future developments.
User-friendliness and support: The key to acceptance and efficient use
What good is the most feature-rich bill of quantities software, if it is complicated to use and not embraced by the employees? Exactly, not much! An intuitive user interface and low training effort are therefore decisive selection criteria. Many providers offer free trial versions or online demos – take this opportunity to thoroughly test the bill of quantities software for its quality. Also pay attention to the quality of support: Is there an understandable manual, a hotline for tricky cases, or maybe even online seminars? Good support can be invaluable during implementation and in ongoing operations. Choosing the right software is an important step toward digitizing your office processes, just like choosing a suitable office software for architects.
Costs and License Models: Transparency is Key
The costs for a bill of quantities software can vary greatly, depending on functionality and license model. Common models are:
- One-time purchase: You acquire a license for permanent use, often associated with annual maintenance fees for updates and support.
- Subscription (SaaS): You pay a monthly or annual fee for using the software, with updates and support usually included. This is typical for cloud solutions.
- Pay-per-Use: Costs are incurred based on usage, e.g., per created BoQ or per user.
Make sure to look for transparent pricing and specifically ask about potential hidden costs, e.g., for additional modules, interfaces, or support services. Don’t just compare initial costs, but also consider the long-term total cost of ownership (Total Cost of Ownership). A seemingly cheap bill of quantities software can quickly turn out to be expensive due to high follow-up costs.Who Can Do What? A Look at Familiar Bill of Quantities Software Solutions
Selected BoQ Software Solutions Under the Microscope
The market for bill of quantities software is truly diverse and offers solutions for various requirements and company sizes. From comprehensive AVA complete packages to specialized tools for architects or craftsmen, everything is included. Below, we would like to introduce you to some well-known solutions that are frequently used in the construction industry. This selection aims to give you a first impression of the possibilities that a bill of quantities software can offer. It is important to emphasize: The “best” bill of quantities software is always the one that best fits your individual processes and requirements. Careful consideration of various options is therefore essential. Many providers, such as the often-cited ORCA AVA or NOVA AVA, offer detailed information and trial versions on their websites – a good foundation for your decision-making process. The integration with standards like is often a common and important feature.
NOVA AVA: Comprehensive Construction Management with a Strong Focus on BoQ Creation
NOVA AVA presents itself as an all-encompassing construction management software, where the creation of Bills of Quantities is clearly at the forefront. The software supports the import of BoQs in formats like GAEB, ÖNORM A 2063, and Excel, making it much easier to adopt existing data. A special highlight is the integration with well-known tender text systems such as STLB-Bau, DBD-BIM, BKI, and Heinze, which rapidly provides high-quality and VOB-compliant texts. The “NOVA SmartPool” is an interesting feature: a community-based database with performance items and market prices. This can certainly aid in price determination, although the benefit depends on the activity of the user base. The software emphasizes detailed quantity determination with formula editors and supports cost center assignment. For users seeking an integrated solution that goes beyond pure bill of quantities software NOVA AVA could be an exciting option.
Compa: Browser-based BoQ Creation Specifically for Architects and Planners
Compa targets its browser-based bill of quantities software primarily at architects and planners, especially smaller offices looking for quick and professional BoQ creation. A core piece is the BoQ and price database, which reportedly supplies current prices from real tenders – a potential advantage over static price lists. The software runs without installation on MacOS and Windows and supports the GAEB standard for data exchange. Functions for quantity determination, including comments and photo attachments, aim to reduce errors in manual data transfer. Compa specifically addresses issues from older systems, such as data loss, through its cloud architecture. The simple operation and focus on speed make it an attractive solution for users who prefer a straightforward and modern bill of quantities software approach.
ORCA AVA: GAEB and BIM Compliant Solution for the Entire AVA Process
ORCA AVA is an established software that covers the entire AVA process (tendering, awarding, billing) and places a strong focus on GAEB compliance and OpenBIM integration ; these bill of quantities software indicate advanced capabilities in handling complex data formats and an orientation towards modern, collaborative planning methods. The software enables cost management according to DIN 276 and offers VOB-compliant tenders, which is particularly relevant for projects in the public sector. Support for STLB-Bau for VOB-compliant performance descriptions is explicitly mentioned. For quantity determination, REB standards are supported. Customer feedback often highlights user-friendliness and customer support. ORCA AVA targets architects, civil engineers, and public construction administrations, thus providing a broad range of functions for professional users of a bill of quantities software.So Here’s How to Do It Right: Tips for Error-Free and Norm-Compliant BoQs with Software Support
Structuring the BoQ: Ensure Clarity from the Start
A clear and logical structure is the be-all and end-all of any good bill of quantities – we cannot stress this enough. Your bill of quantities software should support you in the best possible way to make a hierarchical structure into lots (for larger projects), trades, sections (titles), and individual performance items. Each item requires a unique order number (item number), an exact quantity indication with units, a concise short text, and a detailed long text that unambiguously describes the service. Ensure that the performance descriptions are product-neutral, unless a product specification is technically required and justified. A clean structure not only facilitates cost estimation and offer submission but also greatly simplifies later construction execution and billing. Use the structuring capabilities of your bill of quantities software consistently to always maintain an overview. A good performance catalog software can also provide valuable support in this regard by offering predefined structures and texts that can be integrated into your bill of quantities software .
- Logical Structuring: Use software functions for a clear structure into lots, trades, sections, and items with unique order numbers and precise descriptions.
- Norm Compliance: Ensure adherence to relevant standards such as VOB and DIN 276, ideally supported by integrated standard texts and structuring aids of the software.
- Quality Assurance: Use integrated checking functions and the four-eyes principle to ensure completeness, plausibility, and compliance with standards, and to minimize errors.
Regulations and Guidelines in Mind: How to Ensure Legal Certainty
Compliance with relevant standards and guidelines is essential for creating legally secure Bills of Quantities. In German construction, the VOB (Public Procurement and Contract Regulations for Construction Services), Parts A and C, as well as the DIN 276 (Costs in Structural Engineering) should be mentioned. Your bill of quantities software should provide you with functions that actively support you in compliant creation, for example, through the integration of standard performance texts (e.g., STLB-Bau) that are VOB compliant, or through the ability to structure costs according to the cost groups of DIN 276. It is important that the bill of quantities software allows for the correct application of various types of items (normal, demand, optional, additional items, etc.) as these have different impacts on estimation and billing. Stay informed about current changes in the standards and ensure that your software and your templates are always up to date. This is an important aspect in using any construction software.
Quality Assurance and Error Prevention: Four Eyes See More
Despite all the clever support from modern bill of quantities software human oversight remains a decisive factor for quality assurance. Use the integrated checking functions in the bill of quantities software to check your Bills of Quantities for completeness, plausibility, and GAEB compliance. Many programs will alert you to missing quantity indications, units, or illogical hierarchies. It is also highly recommended to apply the four-eyes principle: Have important Bills of Quantities reviewed by an experienced colleague before they leave the office. Regular internal training on the proper use of the software and relevant standards can also help minimize errors. Always remember: An erroneous BoQ can lead to significant additional costs, construction delays, and unpleasant legal disputes. The diligence in creation always pays off!
To ensure the quality of your Bills of Quantities, you should keep the following points in mind:
- Check completeness: Are all necessary services really captured? Are there missing quantity indications or units?
- Check plausibility: Are the described services technically correct and executable? Do quantities and prices match?
- Ensure norm compliance: Are VOB, DIN standards, and other relevant guidelines complied with? This is particularly important when using a bill of quantities software.
Looking to the Future: How BIM, AI, and Cloud are Revolutionizing BoQ Creation
BIM Integration: Bills of Quantities Directly from the Digital Model
Building Information Modeling (BIM) is fundamentally transforming planning and construction processes – and this is just the beginning! The seamless integration of bill of quantities software with BIM models is a crucial trend. Imagine: Instead of painstakingly determining quantities manually, they can be directly extracted from the digital building model. This not only significantly reduces effort but also minimizes the sources of error that lurk in manual transfer. Advanced BIM-capable bill of quantities software allows you to link building components in the model with performance items and automatically update changes in the model in the BoQ. The result? A consistent data basis throughout the entire project lifecycle and a greatly improved visualization and communication among all project participants. The ability to process IFC files (Industry Foundation Classes), the standard exchange format in the OpenBIM process, is becoming increasingly important for a bill of quantities software future-oriented
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Artificial Intelligence (AI) and Machine Learning (ML): Smart Helpers for BoQ Creation bill of quantities softwareArtificial intelligence and machine learning are increasingly entering the construction industry, and thus also into the bill of quantities software by pointing out unclear wording or inconsistencies – like a vigilant digital colleague. ML algorithms could be used in the future to create more accurate price forecasts based on historical project data or to identify risks in estimation early on. It is also conceivable to automate the creation of drafts for performance descriptions based on simple project entries. Although these technologies are still somewhat in their infancy, they offer enormous potential to further optimize BoQ creation and relieve planners of routine tasks. The connection with a präzisere Preisprognosen zu erstellen oder Risiken in der Kalkulation frühzeitig zu identifizieren. Denkbar ist auch die automatisierte Erstellung von Entwürfen für Leistungsbeschreibungen basierend auf einfachen Projekteingaben. Auch wenn diese Technologien teilweise noch in den Kinderschuhen stecken, bieten sie ein enormes Potenzial, die Erstellung von Leistungsverzeichnissen weiter zu optimieren und Planer von Routineaufgaben zu entlasten. Die Verknüpfung mit einer ERP software for the construction industry could create exciting synergies here.
Cloud-based collaboration and mobile solutions: Flexibility for modern construction projects
Our work environment is becoming increasingly mobile and interconnected – we all feel it. Cloud-based bill of quantities software supports this trend perfectly by facilitating real-time collaboration across different locations . Multiple users can work on a cost estimate simultaneously, with changes instantly visible to everyone. Mobile apps that allow access to cost estimates and data collection directly on the construction site (e.g., for measurements or daily reports) are rapidly gaining importance. This improves the flow of information between the office and the construction site and ensures greater transparency. Centralized data storage in the cloud also makes backing up and restoring data easier. For companies that value flexibility and efficient teamwork, cloud and mobile solutions for creating and managing cost estimates are now indispensable. Our own solution at Valoon GmbH addresses this exactly: We simplify and structure communication and data collection, for instance through messaging services. This also optimizes the contribution for your bill of quantities software and makes daily life easier.Successful software implementation: How to master employee acceptance and data security
Acceptance within the team: The key to successful software deployment
The introduction of new bill of quantities software is often associated with changes to established workflows – this is quite normal. The acceptance of your employees is therefore an absolutely critical success factor. To reduce resistance and foster motivation, it is invaluable to involve employees early in the selection process. Clearly and openly communicate the advantages and benefits of the new bill of quantities software – for each individual and for the entire company. Comprehensive training sessions that are tailored to the specific needs of users facilitate entry and help to leverage the full potential of the software. A dedicated point of contact for questions and problems during the implementation phase can also be very helpful. Always remember: The best software only works when it is accepted and used correctly by the people who are supposed to work with it. A good project management software for construction can, by the way, help coordinate the transition and keep everyone on the same page.
Data migration and integration: The typical challenges when switching systems
The transfer of existing data from legacy systems (data migration) and the integration of the new bill of quantities software into the existing IT landscape – these are often technical challenges that need to be mastered. A careful planning and execution of data migration is crucial to avoid data loss or inconsistencies. Clarify in advance exactly which data need to be transferred and in what format they are available. Check the compatibility of the new bill of quantities software with other important systems, such as your construction software for calculation, your accounting, or your CRM. Many software providers offer support for data migration and integration – do not hesitate to take advantage of this assistance. It can be very beneficial to rely on external expertise to ensure a smooth transition. Test the migrated data and interfaces thoroughly before retiring the legacy system permanently.
Data security and data protection: Trust is good, control is better – especially concerning your data
When using bill of quantities software, particularly cloud-based solutions, data security and data protection play an absolutely central role. Cost estimates often contain sensitive project data and calculations. Choose a trustworthy software provider for your bill of quantities software, who provides transparent information about their security measures. Pay particular attention to the server location (ideally EU/Germany) and strict adherence to the General Data Protection Regulation (GDPR) with cloud services. Implement appropriate technical and organizational measures in your company to protect access to the software and the data contained therein as effectively as possible (e.g., thoughtful password policies, clear access rights). Regular backups are, of course, essential to prevent data loss when using a bill of quantities software . Learn about the provider’s security certifications (e.g., ISO 27001) and clarify contractual responsibilities in the area of data protection. The security of your data should be the top priority when selecting a bill of quantities software .
Important aspects for data security and data protection that you should pay attention to:
- Server location: Prefer providers with servers in the EU to ensure GDPR compliance more easily.
- Encryption: Ensure comprehensive encryption of your data, both during transmission and storage.
- Access management: Implement a role-based access concept, so employees can only access the data relevant to them.
Our conclusion: Why good cost estimate software is invaluable for your construction projects
Investing in modern bill of quantities software is far more than just a nice option for companies in the construction industry today – it is an absolutely critical factor for efficiency, accuracy, and competitiveness. The benefits are truly diverse: They range from significant time savings and error reduction to greatly improved collaboration and adherence to important norms and standards such as GAEB and DIN 276. Given the increasing complexity of construction projects and rising cost pressures, these digital tools provide the necessary support to manage tenders, calculations, and project accounting professionally and confidently. The right bill of quantities software helps you keep track, minimize risks, and ultimately work more profitably. And the journey continues: Ongoing development, such as BIM integration and AI features, promises exciting optimization potentials in the future.
At Valoon GmbH, we have made it our mission to noticeably optimize communication and project management across various industries, particularly in the construction industry. We know from experience that creating cost estimates is a complex process that relies on a clear data foundation and seamless information flow. This is exactly where our platform can support you: We help you simplify the data collection and processing and thus improve your specialized bill of quantities software contribution. By transforming everyday messaging communication into structured project data, we are combating information overload and lowering the barriers to digitalization – this is especially a real relief for your employees in the field.
So if you are interested in optimizing your processes around project documentation and communication to boost efficiency in using your bill of quantities software , now is the perfect time to explore the possibilities with us. Contact us today for personalized consultation and discover how Valoon can help you make your construction projects even more successful, even in conjunction with your bill of quantities software. Sign up and discover how easy digitalization can be with the right tools, such as efficient bill of quantities software. We look forward to reaching the next level of efficiency together with you. Get in touch now – we are here for you! Contact auf – wir sind für Sie da!
What is the main advantage of specialized cost estimate software over Excel?
The main advantage lies in the significant increase in efficiency und error reduction. Cost estimate software automates many steps, offers templates, integrated checks, and central data storage, which saves time and increases accuracy.
Does my cost estimate software need to be GAEB compliant, and why?
Ja, GAEB compliance is essential. The GAEB standard enables a smooth and standardized data exchange of cost estimates between all construction participants (designers, clients, companies), which avoids misunderstandings and compatibility issues..
Is a cloud solution for cost estimate software sensible for my construction company?
A cloud solution can be very sensible, as it allows flexible access from anywhere , facilitates team collaboration , and often reduces IT effort. Important aspects include data security and GDPR compliance (EU server location).
How does cost estimate software help me comply with standards such as VOB and DIN 276?
Good cost estimate software supports compliance with standards through integrated standard texts (e.g., STLB-Bau), templates for VOB-compliant descriptions, and functions for cost structuring according to DIN 276. This creates legal certainty and professionalism.
Can I use cost estimate software to perform my quantity takeoff?
Yes, many cost estimate software solutions offer integrated tools for quantity takeoff, often with formula editors and support for REB formulas. Some even allow for the import of quantities from CAD or BIM models, which further increases accuracy.
How can Valoon support my work with cost estimate software?
Valoon is not solely cost estimate software, but our platform optimizes data collection and information flow, which is important for cost estimates. We simplify communication between field and office, by structuring, for example, messaging data. This can significantly enhance the contribution for your specialized cost estimate software. und beschleunigen.
