If you are a contractor or a purchasing officer, you know that the longest part of buying materials is neither payment nor receiving, but the back-and-forth about the order itself: "What size?", "Which brand?", "How many rolls?", "45° or 90° elbow?". Each of these questions takes a call, and each call delays the quote by a day.
A clear bill of quantities shortens all of this. In this article we explain how to prepare a table any supplier understands the first time, and how to send it to AIDCO and receive a formal quote.
What is a bill of quantities?
A bill of quantities (BOQ) is a list of all the items a project or a phase needs, with the quantity and unit for each. In large projects the consultant prepares it within the tender documents, but many contractors need a simpler table for each phase: electrical first fix, plumbing first fix, drainage and finishing.
The supplier doesn't need the full engineering table. They only need what is required for pricing and preparation.
The columns that are enough for pricing
A table with six columns is enough in most cases:
| # | Item | Size | Brand | Unit | Quantity |
|---|---|---|---|---|---|
| 1 | Copper cable | 4×35 mm² | Riyadh Cables | Meter | 120 |
| 2 | Single wire | No. 12 | Al Fanar | Roll | 40 |
| 3 | Class 4 rubber-ring pipe | 110 mm | Nibro | 6 m pipe | 60 |
| 4 | Y-junction | 110 mm, red | Ablco | Piece | 25 |
| 5 | Electrical conduit pipe | 25 mm | EGA | Pipe | 300 |
And if you have any of the following, add it as an extra column:
- Acceptable alternative brand: It saves time if the primary brand is unavailable.
- Required delivery date: It helps the supplier arrange preparation and delivery.
- Notes: Such as "red colour" or "conformity certificate required".
Five rules for naming items
- Write the size in numbers with its unit: "110 mm" is clearer than "4 inch" if the supplier names the item in millimetres, and vice versa. If you don't know, write both.
- Don't abbreviate cables: "4×35 cable" is much clearer than "35 cable". The number of cores is a core part of the size.
- Specify the joint type on pipes: Rubber-ring or glue. Two pipes of the same diameter have different fittings.
- State the angle on elbows: 45° elbow (open) or 90° elbow (angle).
- Fix the unit: Meter, roll, pipe, piece, carton. Most quantity errors come from a difference in units between buyer and supplier, such as ordering "100" meaning meters while the supplier understands rolls.
Common mistakes that delay the quote
- A list of pictures only: A picture of the part without a size forces the supplier to ask you again. If you send a picture, write the size beside it.
- Merging different phases into one line: Such as "first floor plumbing materials". Break the items out.
- Forgetting small parts: Couplings, bushings and elbows are cheap, but running short stops work on site. Count them with the pipes.
- Not stating a margin: Add an allowance for waste and cutting on wires and pipes yourself, or write in the notes that you want the supplier to suggest one.
- A file that won't open: Send Excel or PDF. Files from special engineering software may not open at the supplier.
Before sending: a two-minute review
Before you send the table, run through these quick questions:
- Does every line have a size, unit and quantity? Any incomplete line will come back to you as a question.
- Are similar items merged? If "red 110 elbow" is repeated on three lines for different floors, combine them into one line, and write the split in the notes if delivery is in batches.
- Are the brands clear? If the consultant requires a particular brand, write it; if an alternative is allowed, write "or equivalent".
- Did you specify the delivery location? Pickup from a branch, or delivery to the project site with the district name or a location link.
- Is the mobile number correct and reachable? The sales team may need to call you to clarify one item rather than stop the whole quote.
This review takes two minutes, but it often saves you a whole day of messages.
Prices that change: cables and wires
Cable and wire prices follow the copper price, so a quote has a validity period written in it. If your project is in phases, request a quote for each phase close to the delivery date instead of fixing a price for a long time. And if the quantity is large, send it early so the supplier can arrange availability.
How to request a quote from AIDCO
- Open the page Request a Quote.
- Enter your name, mobile and company name.
- Upload your bill of quantities (Excel, PDF or a clear image).
- Add the project location and the delivery date, if any.
- Submit the request, and you will receive a message with a reference number.
The sales team reviews the table, and if an item is unclear they contact you about that item only instead of sending the whole list back. Then you receive a formal quote that you can approve from your account on the website, and you choose pickup from one of our branches: Al Arid (North Riyadh), Al Kharj or Al Dilam.
And if your orders are recurring, open a company account so your price-list prices appear directly in the store, and you can follow quotes and invoices from one place.
Conclusion
A table with six columns, item names with their sizes and units, and small parts counted with the pipes. That is all the supplier needs to give you a correct quote the first time. Prepare your table and send it to us, or message us on WhatsApp if you have a question before sending.