UBI / How we work with project owners

Six decisions to close before production

Define the quotation basis, approvals, responsibilities, programme, destination conditions and after-sales route before production is released.

1. Quotation basis

Freeze revision, quantities, inclusions, exclusions, currency, tax and shipping basis before comparing totals.

2. Drawings & interfaces

Confirm approved drawings, site dimensions, services, tolerances and responsibility for every building interface.

3. Samples & approvals

Define which finish chips, hardware sets, details, first articles or mock-ups require approval and who signs each revision.

4. Programme dependencies

Link design freeze, sample approval, material release, production, inspection, shipping and site readiness; record the effect of late changes.

5. Destination & installation conditions

Confirm access, storage, humidity, utilities, local compliance, unloading, protection, installer capability and the package information needed on site.

6. Handover & after-sales route

Agree inspection records, shortages and damage reporting, spare parts, local rectification, response ownership and the documents retained at handover.

Responsibility matrix to agree

Scope, approvals, manufacturing allocation, programme, inspection points, shipping terms, site work and after-sales responsibilities are not assumed. They become project commitments only when recorded in the agreed documents.

Activity	Owner / design / local side	UBI / China side	Confirm for this project
Brief, local code & site information	A/R	C	Pending project confirmation
Design development & technical coordination	A/C	R	Pending project confirmation
Quotation basis & commercial approval	A	R/C	Pending project confirmation
Samples, mock-ups & signed revisions	A	R	Pending project confirmation
Production follow-up & China-side QC	C/I	A/R	Pending project confirmation
Import, installation, handover & local after-sales	A/R	C	Pending project confirmation

A = accountable · R = responsible · C = consulted · I = informed. This is a starting matrix; the signed project version governs.

See the method applied

Method demonstration only. It does not represent a completed UBI project, confirmed supplier allocation, price, programme or delivery commitment.

Hotel standard-room method demo

A decision path from room-type brief and BOQ to samples, QC, package numbering and installation preparation.

Villa whole-house method demo

A decision path that coordinates rooms, architectural interfaces, product packages, samples, QC, packing and site preparation.

Download project workbooks Prepare a project brief

How to use the project workbooks

Use these guides alongside the three shared EN/ZH workbooks. Keep Project, Room type, Item and Revision IDs consistent across files; references link to the actual drawings, samples and signed records kept separately. The webpage explains the fields and does not translate the workbooks.

You can make a first enquiry with a short brief, drawings or reference photos. Incomplete information is welcome: identify what is known, leave unknown values blank, and agree the missing details together. A blank is not zero or approval.

Define rooms, quantities and responsibilities

Information to bring: Bring room types and counts, drawing revisions, item descriptions, units and quantities per room, with available material and hardware references.
Who confirms: The owner, operator or designer confirms counts and scope. Name the actual executing parties and one accountable decision-maker in RACI; each party confirms its own boundary.
Record to keep: Use Room types for authoritative counts, Room BOQ for items, RFQ scope for inclusions, exclusions and questions, and RACI for named roles, dates and dependencies. Retain the shared IDs and revision.
Next step: Resolve quantity and interface questions before freezing the RFQ revision. Keep unresolved items visible rather than treating them as included or priced.

Related workbook · XLSX · EN/ZHSheets to use: Room types · Room BOQ · RFQ scope · RACI

Agree the quotation basis and changes

Information to bring: Bring the selected BOQ/RFQ revision, drawing and material or sample baselines, quote IDs, proposed delivery place, and known freight and tax assumptions.
Who confirms: The quotation provider explains its offer; owner procurement or budget authority and the actual local logistics/tax parties confirm scope, commercial assumptions and payment-document references.
Record to keep: Link Quote lines to Quote basis. Record currency, included and excluded costs, delivery term and named place, validity and payment terms reference; use Alternatives, Budget and Changes for their distinct purposes.
Next step: Compare offers on the same agreed basis. Obtain the named approval, date and release/instruction reference before executing a selected change; a price difference alone is not approval.

Related workbook · XLSX · EN/ZHSheets to use: Quote basis · Quote lines · Alternatives · Budget · Changes

Confirm drawings and physical samples

Information to bring: Bring the current drawings, verified measurement/interface evidence, finish and hardware samples, sample or mock-up IDs, acceptance criteria and the physical sample location.
Who confirms: The designer, local measurer and appointed owner authority review drawings. The owner, designer or operator confirms appearance and function criteria, retained samples and any limitations.
Record to keep: In Drawings, retain document/revision, submission, review, approver/date and release instruction references. In Samples, retain sample ID, drawing/finish revision, custodian, outcome, rework and retained-sample reference.
Next step: Resolve comments and identify the approved revision and retained sample. Use an explicit project release instruction before the affected production or finish is released; submission is not approval.

Related workbook · XLSX · EN/ZHSheets to use: Drawings · Samples

Connect the agreed programme to dependencies

Information to bring: Bring the target opening or move-in date and dependencies for design, samples, materials, production, QC, shipping, customs and site installation.
Who confirms: The owner/project manager and the actual China-side and local delivery parties agree responsibilities, planned dates and the effect of unresolved dependencies.
Record to keep: Use Programme milestone IDs, responsible people, planned and actual dates, impact/action and confirmation records. Keep baseline revisions and forecasts in separate versioned references.
Next step: Review changes against the agreed plan, assign the next action and confirm affected dates. A target or forecast is not an actual completion or a standard delivery promise.

Related workbook · XLSX · EN/ZHSheets to use: Programme

Check local site readiness and installation interfaces

Information to bring: Bring verified site dimensions, substrate and building-services conditions, access and lifting limits, unloading/storage conditions, humidity and protection requirements, and installer interface information.
Who confirms: The local measurer, installer and owner/local project team confirm site conditions and local work. The China-side technical team confirms the product interfaces within its agreed scope.
Record to keep: Reference survey and installation interfaces in RFQ scope and Drawings, assign parties in RACI, and retain readiness/acceptance criteria in Handover with supporting site evidence.
Next step: Agree unloading, storage, protection, tools, installation resources and unresolved interfaces before the relevant shipment or installation stage. Local installation and support are included only when agreed.

Related workbook · XLSX · EN/ZHSheets to use: Drawings · Handover

Related workbook · XLSX · EN/ZHSheets to use: RFQ scope · RACI

Link packing, receipt, defects and after-sales actions

Information to bring: Bring package/carton and shipment IDs, room destinations, quantities, inspection/release records, and the agreed care, spare-parts and warranty-scope documents.
Who confirms: China-side packing/QC confirms packed contents. The local receiver checks quantities and condition; the owner, operator and local installer agree acceptance, open issues and the actual local support contacts.
Record to keep: Use Packing for carton-to-item/room links and receipt differences, QC-NCR for findings and corrective evidence, and Handover for documents, spares, exclusions, open actions, contacts and acceptance.
Next step: Record shortages, damage or defects with linked evidence, assign the next responsible contact and agree the remedy/action date. Keep open issues distinct from accepted items and confirm any replacement or spare-parts arrangement.

Related workbook · XLSX · EN/ZHSheets to use: QC-NCR · Packing · Handover

Six checks before comparing or approving a quote

Scope, revision and quantity: Tie the offer to the exact BOQ, drawing/material revision, quantity and unit. A total without this basis does not show whether the same work is being offered.
Currency and alternatives: Compare the same currency and an equivalent scope. Record specification, appearance, function, sample and programme differences for each alternative; do not add unlike currencies or treat a calculated delta as approved.
Delivery term and named place: Record the actual proposed delivery term, including any agreed Incoterms reference, and its precise named place or delivery point. Confirm the corresponding China-side and destination interfaces.
Included and excluded tax/freight costs: State which freight, tax, import/customs, unloading and installation costs are included, excluded or still assumptions, and link the basis. Unknown costs remain unknown rather than zero.
Validity and payment reference: Enter the actual quote validity date and the agreed payment-terms document reference. Do not invent payment percentages, credit terms or fixed periods where none have been agreed.
Approved change and execution instruction: Give each change its own ID, affected revision, amount/currency and programme impact. Keep the approving person, approval date and release/instruction reference; calculation or selection alone does not authorize execution.

How to read the records

“To provide”, “submitted”, “returned” and “approved” are examples for distinguishing project records, not a claim that each workbook has these four built-in allowed values. Use each sheet’s actual options and the status meanings agreed for the project, and record the confirming person, date and evidence. Neither this page nor a workbook formula approves scope, price or production.

Programme has Planned date and Actual date for milestones; Confirmed date records sign-off. It has no separate baseline-revision or forecast-date columns. Keep those in dated, versioned references and preserve earlier plans; never overwrite an agreed or actual date with a forecast.

Link each issue’s discovery date, photos, carton/item ID, description, responsible contact and next action to its evidence reference. Handover has no dedicated discovery-date or photo columns: keep that evidence separately and reference it through the document/spare/issue record.

Start a project brief

START WITH YOUR PROJECT

A drawing. A material.
A place you have in mind.

Bring a rendering, CAD drawing, BOQ, sample or reference image. We can start from the information you have.

Start a project