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How to manage costs effectively in renovation projects
Explaining the role of a Quantity Surveyor and how they can maximise your investment
Why use a Quantity Surveyor?
When planning a renovation project in France, most clients understand that the architect shapes the overall vision and design of a property. However, people often overlook the benefits of using an experienced Quantity Surveyor (QS) - even for smaller projects. To manage renovation costs effectively, hiring a QS is therefore a key decision that transforms a project from a financial gamble into a controlled investment. They are a project’s ‘financial accountant’ – providing rigorous cost planning and procurement advice. A QS can ensure that the plans and design align with realistic market rates rather than more general estimates.
The QS – a key part of the French Plans team
French Plans recognises that the development of the budget and cost analysis should start at the earliest opportunity and that is why we work with a team of professionals when delivering projects across France. In this article, Managing Director Tom Easdown talks to Normandy based QS Peter White about his work as a Quantity Surveyor and why he is often the missing link between the architectural concept and the finished build, providing the rigorous financial cost planning and risk management required.
The role of a Quantity Surveyor
Tom: Peter, can you please tell us about your role as a Quantity Surveyor – and how you can help clients with their renovation projects?
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Peter: Certainly! The Quantity Surveyor is actually involved in all stages of a construction project. This may begin with a cost-benefit analysis; this process evaluates whether the benefits of a construction decision or investment outweigh the costs associated with it. Then, during the project design phase, a QS calculates the project budget, compiles a summary and detailed estimates together with the preliminary quantity surveys, and also participates in the financial planning of operations.
During the consultation, review, and bidding phases, they are involved in preparing contracts and drafting any written documentation. In France this would include le cahier des clauses techniques particulières (CCTP) – the specifications and any special administrative documents.
A QS will participate in the review of bids, analysing and comparing the various price offers. This is important as they can look for and potentially negotiate possible savings.​
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Tom: Once the construction phase has started, what role can the QS then play?
Peter: The QS can perform various tasks. These can include:
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Drawing up provisional budgets and schedules (labour, material supplies, provision of equipment, etc.)
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Scheduling work, monitoring work progress, general coordination as well as the inspection and acceptance of work
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Cost and progress control, analysis of results and reporting.
It’s fair to say that in the last 20 years, the character of the quantity surveyor’s work has evolved away from the traditional measured quantities. A good, contemporary replacement process is known as a Work Breakdown Structure (WBS) and is based around the programme of works. Essentially you break the programme down into smaller, manageable components, making it easier to estimate costs.
A well-organised WBS divides the total scope into defined deliverables and work packages, helping coordination across trades, timelines and dependencies. It improves communication, simplifies scheduling and forms the foundation for more accurate budgeting and resource planning. In practice, this means stronger alignment between planned and actual performance.
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To stay on track, compare your actual progress against your original plan. By tracking planned work, earned work, and actual costs, you can perform an earned value analysis. Project software then plots this data onto a graph for easy monitoring.
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Balancing low-carbon regulations with structural integrity
Tom: The RE2020 regulation places significant emphasis on carbon impact and lifecycle costs. How can cost-planning integrate these environmental factors? Furthermore, what advice do you have for architects seeking to balance the added cost of low-carbon materials with client budgets?
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Peter: I appreciate that the thermal regulations RE2020 represent, for new buildings, a particularly demanding obligation; e.g. the use of bio-sourced materials with a low carbon footprint. This is covered in the ‘L'IC construction’ a measure of the carbon emissions generated during the construction of a new building, from foundations to finishes. This indicator, expressed in kg COâ‚‚e/m² of reference surface area, takes into account all materials, equipment, and activities on site.
The regulatory requirements to be RE2020 compliant, especially for new builds and significant extensions can put pressure on construction budgets. That is why it is important to develop the cost analysis from the start of the project so that, even at design stage, costs can be managed and overruns mitigated. Some costs are unavoidable especially when it comes to regulatory compliance but they should be known from an early stage so that there are no surprises when construction starts.
Managing the unknowns in a property renovation
Tom: When renovating an existing French property (e.g., Maison de Maître, château), there is always a high risk of encountering unforeseen issues (structural decay, hidden services, etc.). How can a QS effectively budget for and mitigate the financial impact of these ‘unknowns’ in a renovation project, and what essential documentation or surveys should a client commission before final cost planning begins?
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Peter: In order to get the best possible idea of the condition of an existing French property a client should commission a thorough level 3 building survey. The discovery of hidden asbestos, for example, can have a massive effect on a project. The survey will reveal if you need to carry out any further specialist surveys.
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On the management of risk generally, it’s crucial to say that there is no such thing as a risk fee project! Some projects may be more or less risky - but no project is free of risk.
It is essential that the client is made aware of potential risks arising from the project.
The QS must inform the client of all potential project risks and record them in a risk register. Clearly a project faces a range of risks from economic to legal and contractual. The ones mentioned above would fall under the site based, technical, operational and infrastructure risks.
Starting with the survey and running through the day-to-day management, the risk register is a useful tool. Simply using a predefined colour to define the level of risk for a given element all parties can become risk aware.
Getting to grips with the costs of a project and managing the costs throughout its progress from design through to completion is an important part of the whole process. Working with a team that understands the risks involved with construction and renovation in France can save you both time and money but also remove a level of stress in what can be a stressful process. Building your team at the start is almost as important as building the space itself.
Need help in applying for planning or a building permit?
French Plans has over 20 years’ experience helping people to apply for building permits or planning consents in France. We also work with a network of professionals including Quantity Surveyors, Structural Engineers, Project Managers and other trades. If you are looking to realise your own project in France, whether it is a renovation, a new build, an extension or another project, residential or commercial – please get in touch.
+33 (0) 6 75 05 36 86