Construction - Managing a Provisional Sum Instruction

Log the written instruction against the job record with date received, instructed scope, and contract administrator's name.

Review the contract bills allowance against the confirmed scope. Flag material differences to the contract administrator before committing costs.

Issue RFQs for specialist supply or subcontract input, including confirmed scope, programme constraints, and site requirements.

Select suppliers and raise purchase orders against the job record to create final account evidence.

Revise the job cost plan to reflect actual instructed cost vs provisional sum allowance. Document any programme impact.

Notify the contract administrator in writing of any cost adjustment, with supporting documentation.

Record labour, materials, and subcontractor costs against the job. Confirm goods receipt against purchase orders.

Include the provisional sum adjustment in the next payment application with full supporting documentation.

Provisional sum work is started before a written instruction is issued, making the costs difficult to validate in the final account.

The actual cost of instructed work exceeds the provisional sum allowance but no cost notification is issued, leading to disputes over the contract sum adjustment.

Purchase orders raised against provisional sum instructions are not linked to the specific instruction, creating incomplete evidence at final account stage.