Construction projects by nature can be difficult to manage. They involve many stakeholders, hundreds of details and lots of documentation. That’s why staying organized throughout the process is essential to the success of the project.
An easy way to organize the details of your construction project is with an Excel template. We’ve researched the top construction Excel templates and compiled them here for you, along with a description of when to use each.
We’ve also included links to similar templates in Smartsheet, an easy-to-use, online work execution tool that makes construction project management more efficient than Excel. With pre-built construction templates in Smartsheet, you can create timelines, track progress, manage documentation, and keep details organized all in one location.
Automate manual processes with built-in formulas, alerts, and reminders, and use dynamic Gantt charts to automatically see the impact of changes to the schedule. Create one source of truth for projects with attachments and comments, and empower your team to access and update project plans right from the job site through the Smartsheet mobile app.
Construction projects can have multiple phases and numerous tasks that are dependent on each other. If a task is not completed on time, it could delay dependent tasks and result in delayed completion of the entire project. Using a construction project timeline template tracks the progress of your project, allows you to identify risk early and ensures that the project is completed within the time specified in the contract. In this template you can list all of the tasks necessary to complete the project, as well as track the beginning and completion dates, and estimated duration.
The construction budget template is helpful for both building and remodeling projects. This template enables you to create a comprehensive construction project budget and ensure that you account for all important items on the list. Additionally, while the construction project is underway, use this spreadsheet as a baseline to track whether you are over or under your budgeted amounts.
Depending on the type of construction project, a contractor may need to provide their own estimate for work. This simple construction estimator template will help to provide an initial assessment of the labor and costs associated with a project. Use this template to list the work items needed, along with associated costs, and a total estimate at the bottom.
Depending on the type of construction project, there could be hundreds of bid items that combined make up the final bid amount. Because of this, and the quick turnaround often associated with submitting bids, it is easy to make totalling errors that could significantly alter the final bid amount and affect the decision of who the bid is awarded to. A bid tabulation template is a great tool to verify that the final bid amount is accurately calculated. Additionally, this template includes a column for the owner or engineer’s estimate to compare the initial budgeted amount to each bidder's proposal.
Abstract of Bids
It is often helpful and sometimes even necessary to request bids from multiple contractors or subcontractors for the work you would like completed. Receiving multiple bids will help to ensure you are getting the best price for the work. This abstract of bids template will help you compare all the bids received to make a decision on which contractor to select. By listing each contractor along with their bid amounts and qualifications, you can quickly assess and rank the bids received.
Subcontractor Documentation Tracker
For construction projects that include subcontractors, keeping track of documentation like contracts, licenses and contact information is important to staying organized. Also, depending on the type of project, collecting and submitting subcontractor documentation may be a requirement and could result in project delays if not submitted in a timely manner. That’s why a subcontractor documentation tracker template is helpful to ensure that you collect all the necessary documentation and keep important details organized. Use this template to track subcontractor information, scope of work and contract details.
Construction Documentation Tracker
Construction projects often require a significant amount of documentation be tracked throughout the project duration. From plans and specifications to inspection reports and weekly progress schedules, keeping these details organized could help expedite the project closeout process. Using a construction documentation tracker template will ensure that you request and receive all required documentation, and enable you to quickly locate items when needed.
Daily/Weekly Inspection Report
It’s important to regularly check in on the progress of your construction project. Scheduling a weekly project status meeting is helpful, but visiting the job site on a daily or weekly basis is key to visually inspect progress, keep a documented history of the work and identify risk. When making site visits, use this inspection report template to record the amount of hours worked, materials and equipment used and progress made.
Contractor Progress Payment Template
On projects that extend over a period of time, you will likely pay contractors and subcontractors on a regular schedule, based on the amount of work that is completed during the payment period. This contractor progress payment template helps to determine the payment amount based on the percentage of work completed to date with adjustments made for change orders, previous payments and retainage (if required) for each payment period. Additionally, it includes a second sheet to track the amount of work completed on each task to easily calculate the total completed to date.
Change Order Request Summary
During a construction project it may be necessary to make changes to the original contracted dollar amount or time-to-completion depending on certain changes like site conditions, scope or unforeseen circumstances. This contractor change order request summary template will allow the contractor to provide a description and breakdown of the requested change, and enable you to make an informed decision on whether the change is necessary and who should be responsible for the impact to the overall project budget and timeline.
Change Order Log
Depending on the length and complexity of the project, it may be necessary to keep track of multiple change order requests over the duration of the project. This change order log template will help to keep track of the change order descriptions, time extensions associated with the changes, and the cumulative contract dollar amount.
Request for Information Log
Throughout the project, the contractor or subcontractors may have questions regarding the plans or specifications. It is important to have a process in place to collect, review and answer these questions in a timely manner to prevent any delays in work. However you decide to collect the requests for information (RFI), using this template will help to keep the questions and responses organized.
Residential Remodel Project Timeline
Work with your team, subcontractors, and clients on your next residential remodel with this project organized in phases. Use the Gantt chart to plan, track status, stay on schedule, and communicate with everyone involved.
Certified Wage & Hour Payroll Form
Depending on the type of construction project, prime and subcontractors may be required to submit their payroll reports. Although these reports aren’t required on all construction projects, this certified wage and hour payroll template keeps your payroll organized no matter what type of project.
Time & Materials Invoice
A time and materials invoice is beneficial when emergency or extra work is needed during a project. It enables the contractor and subcontractors to provide quick turnaround on urgent work, while tracking and invoicing for their time and materials. With this time and materials invoice template you can add in the hours spent, materials used and a specific markup amount to calculate the total.
As construction projects near their completion date, it is important to inspect all the work that was constructed to ensure that it was done per the plans and specifications, and to your standards. This project punchlist template lists and tracks any corrections or updates you would like made, and keeps the contractor and subcontractors on the same page by providing them the complete list. With Smartsheet, the changes are made in real-time so the punchlist is always up to date and can be shared online with multiple subcontractors.
Project Closeout Checklist
Construction project closeout can be a long process due to the many steps that are often required including completion of punchlists, final inspections, contract closeout, submission of as-builts and more. To ensure that each of these steps are completed on time, a project closeout checklist is essential. With this project closeout checklist template, you can list all tasks needing to be completed along with details of each task, specific requirements and the date completed.
Improve Construction Management with Smartsheet
Managing construction projects is more than the templates you use. It’s about having the right tools and processes in place to gain real-time visibility into progress and ensure you complete projects on time and on budget.
One such tool is Smartsheet, a work execution platform that enables enterprises and teams to get from idea to impact - fast. Many of the world’s leading construction companies rely on Smartsheet to stay productive, communicate among far-flung teams, and document every step of the project.
Use Smartsheet to improve work and project documentation, increase collaboration with proactive communication among project teams, vendors, and clients, and save time with accurate resource management. Reduce duplicate work and accelerate close-out time by automating repetitive tasks and empowering teams to update project plans right from the field through the Smartsheet mobile app.
Discover how Smartsheet can help maximize your construction efforts today.
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Frequently Asked Questions
How Do You Calculate or Estimate Construction Costs?
To accurately estimate your construction costs, you must first determine specific aspects of your construction project, like schedule based unit prices, assembly based unit prices, and labor costs. This will give you a baseline understanding of what it will cost you to complete the project.
From there, apply a markup to your costs that will yield profits after any expenses. This will ensure that the project is profitable and comes in under budget. Make sure to track your estimates to ensure that your construction project is hitting under or on budget during every phase of the project.
What Are the Key Steps in Managing a Construction Project?
First, create a comprehensive project plan. Define roles and responsibilities for each phase of the project, and assign specific tasks.
Develop a clear project scope and baselines to assess your project plan for success. Create a schedule for the project and identify cost baselines that should be hit at each part of the project timeline. Analyze project risks and identify specific mitigation plans for any potential risks.
After all of these variables and project details have been established, hold a kickoff meeting to communicate the construction project plan to all involved team members and key stakeholders.
At this time, the procurement phase can begin where the project team obtains all necessary equipment, materials, and resources needed to complete the project.
The construction phase comes after the planning process and kickoff meeting are complete. The team must get ready for construction by setting up storage facilities, securing the site, and developing a handling and safety plan.
Once construction is complete, the team must commission the project by testing all new systems and equipment, and training personnel to use the updates appropriately. The owner or key stakeholder in the project can then occupy the space and decide whether or not the project meets the expectations that were outlined in the original contract.
The final phase of a construction project is project closeout, where the team completes any outstanding contractual obligations. The team may use a project punch list to identify and complete any tasks that didn’t get completed during the original project. A post-project review outlines all lessons learned and archives any project documents.