Extraordinary services and work report: Procedure template (Download)

The execution and documentation of extraordinary services needs to be learned. This is because work that falls outside the original contract framework and is billed on the basis of actual expenditure can quickly lead to conflicts. This is often due to unclear agreements, inadequate documentation or differing expectations regarding the scope and cost of the additional work.

The handling of extraordinary services requires a high degree of cooperation from all parties involved in order to complete the construction project successfully and to the satisfaction of the client. The work report serves as the central document for the documentation, acceptance and invoicing of these services.

Extraordinary services: Definition

What are extraordinary services?

Extraordinary services includes construction work that was not specified in the original offer or contract and therefore cannot be invoiced as a lump sum in advance. This includes work that arises due to unforeseen events, additional requirements from the client or changes to the construction project. Invoicing is based on actual material used, hours worked and other directly attributable costs.

In addition, extraordinary services may only be carried out with the approval of the site management. The construction company provides a cost forecast in advance with a defined cost restriction (maximum price), which is then checked by the construction management for conformity with the work contract.

Extraordinary services: Causes

Why are extraordinary services incurred?

Extraordinary services arises for various reasons:

• Unforeseen conditions: Problems such as soil contamination or unexpected structural challenges that were not known before construction work began.
• Changes requested by the client: Changes requested by the client during the construction phase that go beyond the original contract.
• Planning or calculation errors: Errors that occurred during the planning phase and need to be corrected during the construction phase.

The extraordinary services work report

What is a extraordinary services work report and what does it involve?

The extraordinary services work report is a key instrument for ensuring that the documentation and invoicing of extraordinary services is transparent and standardized. The SIA standard 118 provides clear guidelines on how to report and invoice work carried out by a contractor. In accordance with Art. 47, the contractor is obliged to prepare a personally signed report of all extraordinary services carried out on a daily basis.

A correctly kept extraordinary services work report must contain the following:

• Client: Name and contact information of the client
• Invoice recipient: Name and contact information of the invoice recipient (usually the client, occasionally also a third party)
• Deadline: Deadline by which the work must be completed
• Order: Exact description of the work order and the place of execution
• Work description: Comprehensive list of all work carried out, including the persons involved, working hours and tools and machines used
• Material consumption: Detailed specification of all materials used
• Machine use: List of all machines and equipment used with details of operating hours and any rental costs
• Signature: Written confirmation by the client, preferably with the company stamp
• Photos and attachments: Supplementary photos or documents of the work carried out that can be attached as additional evidence

Extraordinary services work reports must be completed separately for each individual job and each day. The daily extraordinary services work reports must then be submitted to the site management for checking and signing (including date) within 5 working days with the signature of the person responsible at the construction company.

Fill in the extraordinary services work report: Example

What should be taken into account when reporting extraordinary services?

To illustrate the reporting of extraordinary services, here is a fictitious example that covers the above criteria:

Advantages of a extraordinary services work report template

What are the advantages of a good extraordinary services work report template?

A clearly structured and complete template for extraordinary services work reports offers numerous advantages. Here are some of the most important ones:

1. Time saving: The work report can be completed quickly and easily thanks to the predefined information fields, which speeds up the entire process of extraordinary services.
2. Consistency: All individual extraordinary services is documented according to the same criteria, which ensures consistent data collection across all construction sites.
3. Completeness: The predefined information fields ensure that no relevant information is forgotten.
4. Transparency and traceability: The work carried out is precisely traceable, which creates transparency between all parties involved.
5. Conflict avoidance: Misunderstandings and disagreements are avoided as all parties involved have the same level of information and everything can be traced back precisely in an emergency.
6. Legal protection: In the event of differences of opinion or legal disputes, the extraordinary services work report serves as important evidence of the work carried out.

A extraordinary services work report template therefore not only makes day-to-day work easier, but also contributes to improved communication and collaboration in the construction industry.

Documenting extraordinary services with BMapp

How can BMapp help with extraordinary services?

BMapp’s advanced construction software offers an intuitive user interface and integrates the latest technologies for automated data collection, centralized storage of all data and detailed photo documentation of all work carried out. This means that every phase of the extraordinary services is fully documented, which improves transparency and communication between all those involved. This creates the basis for fair and uncomplicated invoicing of the extraordinary services carried out.

With BMapp, the handling of extraordinary services, from documentation and invoicing through to acceptance, becomes a standardized and efficient process.