Common Pitfalls in Project Cost Control (and How to Avoid Them)

Crawford QS acting QS at Silverbook, Dublin 14.

Effective cost control is the backbone of every successful development project. Yet, even experienced developers can fall into traps that lead to budget overruns, delays, and disputes. Here are some of the most common pitfalls we see—and what you can do to avoid them.

1. Vague or Incomplete Project Scope

Pitfall: Starting a project without a fully defined scope, drawings, or specifications often leads to confusion, change orders, and unexpected costs down the line.

How to Avoid: Invest time upfront in developing clear, detailed documentation. A Quantity Surveyor (QS) can help translate your vision into precise cost plans and Bills of Quantities, ensuring everyone is working from the same page.

2. Relying on Rough Estimates Instead of Detailed Cost Plans

Pitfall: Using “rule of thumb” or outdated rates can result in budgets that don’t reflect reality, leading to tough choices or redesigns later.

How to Avoid: Work with a QS to create a detailed, market-based cost plan at the earliest stage. Update this plan as the design evolves to stay on top of changing costs.

3. Poor Tendering and Contractor Selection

Pitfall: Choosing contractors solely on the lowest price—without understanding what’s included—can lead to disputes, claims, and quality issues.

How to Avoid: Issue comprehensive tender documents and compare bids on a like-for-like basis. Your QS can analyse returns, identify exclusions, and help you select the right partner, not just the cheapest.

4. Unmanaged Variations and Changes

Pitfall: Changes during construction are inevitable, but failing to record or cost them properly can quickly derail your budget.

How to Avoid: Set up a clear variation process before construction starts. Involve your QS to assess costs for all changes, keep accurate records, and update your budget forecast regularly.

5. Lack of Ongoing Cost Monitoring

Pitfall: Without regular cost reports and reviews, problems can go unnoticed until it’s too late to correct course.

How to Avoid: Establish a routine of monthly cost reviews and cashflow forecasting. Your QS will provide transparent reporting, highlight variances, and advise on corrective action before issues escalate.

The Crawford QS Approach At Crawford QS, we partner with developers from pre-construction through to project close-out. Our proactive cost management helps you avoid common pitfalls, manage risk, and protect your bottom line - so you can deliver successful projects with confidence.

If you’re planning a new development or want to strengthen your cost control processes, get in touch to see how we can help.