How to Import a BOQ from Excel: Format, Checks and Common Mistakes

Your BOQ probably already exists as an Excel file, built by an estimator or received from the client. Moving it into a project system should not mean retyping it. It does mean getting the sheet into a clean shape first.

The Columns a BOQ Import Needs

Column	What to put in it
Item code	A unique reference for each line, such as 2.1.3
Description	The work item, clearly worded
Unit	sqft, cu.ft, running metre, nos, and so on
Quantity	A number only, with no text or units inside the cell
Rate	A number only, in rupees
Amount	Quantity times rate

Checks to Run Before You Import

1. One header row. Remove merged cells, blank rows and decorative titles inside the data.
2. Unique item codes. Duplicates make later billing and progress tracking ambiguous.
3. Consistent units. Pick one spelling per unit, not sqft in one place and sq.ft in another.
4. Numbers stored as numbers. Cells formatted as text, such as "500 sqft", will not total correctly.
5. Totals reconcile. Add up the sheet and compare it with the total you expect before and after import.
6. Section structure. Keep headings (Civil, Electrical, Finishing) in a consistent place so the hierarchy survives.

Common Mistakes

• Hidden rows and columns that hold old quantities.
• Formulas pointing at other files, which break once the sheet moves.
• Lump-sum lines with no quantity, which cannot be measured for progress.
• Several versions in one workbook, so the wrong tab is imported.

After the Import

Spot-check a few items against the source, confirm the grand total, and then have the BOQ approved. From there, the materials needed for each item can be defined in the BOM and carried into procurement.

Summary

• Clean the sheet first: one header, unique codes, numeric cells, consistent units.
• Reconcile totals before and after import.
• VISWOX ERP imports directly from Excel and also offers templates.