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Template

An RA bill format with measurements and certification checks

An Excel workbook with an RA bill abstract, a measurement sheet in the measurement book format and a certification checklist, with formulas for previous quantity, retention and net payable.

  • Quantity is Number x Length x Breadth x Height, less the Deduction
  • Retention and mobilization deductions work out net payable
  • A certification checklist with the approval steps of the product
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Updated Excel and PDF Version 1

Preview of the RA bill template: the abstract sheet with contracted quantity, rate, cumulative quantity, retention and net payable
Preview of the blank file. The PDF shows the blank entry sheets.

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What the template contains

The workbook has four sheets. The RA bill abstract lists the BOQ items of the work order with the contracted quantity and rate, the quantity for this bill and the cumulative quantity billed so far. It works out the previous quantity, the amount and a check that no line goes over the contracted quantity, then the retention deduction, the mobilization deduction and net payable.

The Measurement sheet follows the measurement book: Number x Length x Breadth x Height gives Quantity, and Net quantity is Quantity less the Deduction. The Certification checklist holds seven checks to tick before submission and a grid for the approval steps. The Instructions sheet explains the order of work.

Tax appears at work order line level only. The sheet does not calculate GST, because that follows your contract and invoice rules.

RA bill header 8 columns
Columns in RA bill header and where the product documents each one
Column Product field Documented in
Work order (contract number) WorkOrderId procurement/work-orders.md
Contractor VendorId procurement/work-orders.md
Bill no BillNo billing/ra-bills.md
Execution period start ExecutionPeriodStart billing/ra-bills.md
Execution period end ExecutionPeriodEnd billing/ra-bills.md
Retention percent RetentionPercent procurement/work-orders.md
Mobilization deduction MobilizationDeduction billing/ra-bills.md
Status Status billing/ra-bills.md
RA bill abstract 11 columns
Columns in RA bill abstract and where the product documents each one
Column Product field Documented in
BOQ item ProjectBOQId procurement/work-orders.md
Contracted quantity WOQuantity procurement/work-orders.md
Rate Rate procurement/work-orders.md
WO net amount NetAmount procurement/work-orders.md
WO tax amount TaxAmount procurement/work-orders.md
WO total amount TotalAmount procurement/work-orders.md
Quantity (this bill) Quantity billing/ra-bills.md
Cumulative quantity CumulativeQuantity procurement/work-orders.md
Previous quantity PreviousQuantity procurement/work-orders.md
Amount (this bill) Amount billing/ra-bills.md
Within contracted quantity Check procurement/work-orders.md
Measurement 9 columns
Columns in Measurement and where the product documents each one
Column Product field Documented in
BOQ item ProjectBOQId billing/measurement-sheets.md
Description Description billing/measurement-sheets.md
Number Number billing/measurement-sheets.md
Length (m) Length billing/measurement-sheets.md
Breadth (m) Breadth billing/measurement-sheets.md
Height (m) Height billing/measurement-sheets.md
Quantity Quantity billing/measurement-sheets.md
Deduction Deduction billing/measurement-sheets.md
Net quantity NetQuantity billing/measurement-sheets.md
Certification checklist 8 columns
Columns in Certification checklist and where the product documents each one
Column Product field Documented in
Step StepNumber general/approval-workflows.md
What is checked Check sheet-only procurement/work-orders.md (business rules) and general/approval-workflows.md
Approver role ApproverRoleId general/approval-workflows.md
Approval type ApprovalType general/approval-workflows.md
Status Status general/approval-workflows.md
Approver ApproverId general/approval-workflows.md
Action date ActionDate general/approval-workflows.md
Comments Comments general/approval-workflows.md

How to use the template

Measure first, then bill. The abstract takes its quantities from the measurement, so filling it in that order keeps every figure traceable.

  • Enter each measured line on the Measurement sheet. Use the Deduction column for openings.
  • On the abstract, enter the contracted quantity and rate for each BOQ item, the quantity for this bill and the cumulative quantity. Previous quantity is calculated.
  • Fill the retention percent and the mobilization deduction in the header. Retention deduction and net payable calculate themselves.
  • Tick the checks on the Certification checklist, then record each approval step with the approver role, the approval type (Any or All), the approver, the date and comments.

Common mistakes in RA bills

Five errors send RA bills back for correction.

  • A billed quantity with no measurement behind it. Every quantity in the abstract should trace to a measurement sheet.
  • A cumulative quantity above the work order quantity. SuperWise does not allow it, and the template flags the line as Over WO quantity.
  • Previous quantity typed in by hand. It is the cumulative quantity less the quantity of this bill, so let the formula do it.
  • Retention taken on the wrong base. It is the bill Amount x retention percent / 100.
  • A mobilization deduction with no link to the contract. Recover it as agreed, pro rata or as a lump sum.

Automate it in SuperWise

In SuperWise an RA bill runs against a work order. It carries the bill number, the execution period, the amount, the retention and mobilization deductions and a status that moves from Draft to Submitted, Approved and Paid. Quantities come from the measurement sheets, and the cumulative quantity of a line cannot exceed the work order quantity.

Approval steps run by role, with Any or All approvers, and each step records the approver, the date and comments. The checklist in the workbook mirrors that sequence.

RA bill certification Digital measurement book

A SuperWise running account bill for a contractor: work order lines with this bill, cumulative and work order quantities, rate and amount, the certified total with mobilization recovery, retention and TDS deducted to a net payable, the approval trail and the contract position.

Frequently asked questions

Is this the RA bill format my client will accept?

Not necessarily. Clients and PMCs often prescribe their own format. This workbook gives you a calculation you can trust and a checklist, and you can copy its figures into a prescribed format. Check the contract before you submit.

Does the template calculate GST?

No. It shows tax at work order line level only. Add GST as your contract and invoice rules require. SuperWise holds a default tax on the work order that applies to its RA bills.

What does the certification checklist cover?

It has seven checks for the billing engineer before submission: bill number, execution period, measurement trace, cumulative quantity, retention, mobilization and net payable. It also has a grid for the approval steps of your company, which you fill with your own roles.

Can the template handle milestone billing?

No. It follows measurement-based billing, which is the usual RA bill. SuperWise documents milestone billing as a separate path on the work order, and this workbook does not cover it.

See an RA bill built from measurement sheets

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