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Rates and cost dataPublic guide

Import rate data safely

Validate columns, units, values and provenance before adding an external spreadsheet to the governed rate library.

Task
Complete import rate data safely with a reviewable commercial record.
Audience
Quantity surveyors and data admins
Owner
QuantifyQS Product
Version
2026.08
Reviewed
Next review

Outcome

Validate columns, units, values and provenance before adding an external spreadsheet to the governed rate library.

QuantifyQS keeps the working record understandable to a quantity surveyor and reconstructable by an authorised reviewer. The screen helps organise the work; the accountable professional still owns judgement and approval.

Before you start

  • A clean source file from an authorised origin.
  • Mapped columns and expected units.
  • A review owner and duplicate-handling decision.

Working method

  1. Confirm contextOpen the correct organisation and project, confirm your visible role, then check that source information and status are current.
  2. Make the controlled changeComplete the import rate data safely task in the relevant workspace. Use references, notes and structured fields instead of relying on memory or an offline copy.
  3. Review before issueCheck quantities, rates, dates, parties and evidence, then use the named review or approval state appropriate to the workflow.
  4. Retain the resultKeep the issued output and its project event together. Where a PDF or spreadsheet is exported, verify the generated file before sending it outside the workspace.

Evidence and checks

  • The import preview is checked.
  • Invalid or ambiguous rows are rejected.
  • The source file and import outcome are retained.

Roles and boundaries

  • Workspace role determines what a person may view or change; plan determines what the organisation has contracted to use.
  • Customer-specific Firm and Enterprise panels do not widen a user role or cross the active tenant boundary.
  • AI suggestions, imported data and generated documents require human review before professional reliance or issue.