📍 When to use this template
- To summarize all project expenditures (direct and indirect) and compare them with the sanctioned budget.
- Prepared monthly, usually submitted within the first 7-10 days of the following month.
- Typically prepared by the Quantity Surveyor (QS) or Project Controls Engineer, and reviewed by the Project Manager before submission to the client.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information7 fields
Project Name
_____________
Contract / Package No.
_____________
For the Month of (e.g., May 2024)
_____________
Date of Submission
_____________
Prepared By (Name & Designation)
_____________
Approved By (Name & Designation)
_____________
2Executive Summary9 fields
Overall Cost Status (Over/Under Budget)
_____________
Original Contract Value (CA Value)
_____________
Anticipated Final Cost (AFC)
_____________
Cost Incurred This Month
_____________
Cumulative Cost Incurred to Date
_____________
Financial Progress (%)
_____________
Cost Performance Index (CPI)
_____________
Key Reasons for Variance
_____________
Proposed Corrective Actions
_____________
3Cost Breakdown (BOQ Items)9 fields
BOQ Item No.
_____________
Description of Work
_____________
Budgeted Cost (As per BOQ)
_____________
Cost Booked This Month
_____________
Cumulative Cost Booked
_____________
Balance Cost
_____________
Variance (₹)
_____________
Variance (%)
_____________
Remarks / Justification
_____________
4Indirect / Non-BOQ Costs6 fields
Cost Head (e.g., PMC Staff, Site Office Rent, Utilities, Statutory Fees, T&P)
_____________
Monthly Budget
_____________
Actual Expense This Month
_____________
Cumulative Expense
_____________
5Cash Flow Status6 fields
Opening Balance
_____________
Inflow (RA Bills Certified, Advances Received)
_____________
Outflow (Contractor Payments, Material Purchases, Labour Wages, Overheads)
_____________
Closing Balance
_____________
Projected Cash Flow for Next Month
_____________
Pending Payments to Contractors/Vendors
_____________
6Variation & Extra Item Status6 fields
Variation Order (VO) / Deviation Item No.
_____________
Status (Approved / Pending / Rejected)
_____________
Approved Cost Impact (₹)
_____________
Cost Incurred Against VO to Date
_____________
Potential Cost Impact of Pending Items
_____________
7Material Reconciliation Cost Impact6 fields
Material (Cement, Steel)
_____________
Theoretical Consumption (as per IS codes/drawings)
_____________
Actual Consumption (from Store Records)
_____________
Wastage / Variance (%)
_____________
Permissible Wastage (%)
_____________
Cost Impact of Excess Wastage (₹)
_____________
💡 Sample filled excerpt
Section: Cost Breakdown (BOQ Items)
BOQ Item No.: 4.2.1
Description: Reinforcement Steel Fe-500D
Budgeted Cost: ₹85,00,000
Cost Booked This Month: ₹12,50,000
Cumulative Cost Booked: ₹60,00,000
Variance (%): +4.5% (Overrun due to market price hike)
⚖ Compliance notes
- Provides essential data for Earned Value Management (EVM) analysis as per project management best practices and the CPWD Works Manual.
- Supports the 'Progress Reports' requirement under FIDIC Sub-clause 4.21, which mandates reporting on project costs.
- Forms a critical part of the documentation required for substantiating cost overrun claims and Extension of Time (EOT) applications.
- Crucial for internal and external financial audits to verify project financial health and adherence to the sanctioned budget.