Act 19 in construction: what it is, when and how to prepare it

Act 19 is one of the documents every construction company in Bulgaria prepares sooner or later – but it raises a lot of questions. What exactly is it, when is it issued and how do you fill it in correctly? Here’s a short, practical guide.

What is Act 19

Act form 19 is a protocol certifying construction and installation works actually completed – essentially a progress or payment certificate. It describes and records the quantities of work that have really been carried out for a given period or stage of the project. Invoices are issued and payments between client and contractor are made on the basis of Act 19.

When Act 19 is prepared

• When reporting completed work in stages during construction.
• As the basis for issuing an interim or final invoice.
• When the client or construction supervisor accepts the completed works.
• Usually on a regular basis – for example monthly – depending on the contract.

What Act 19 contains

• Details of the project, the client and the contractor.
• The period for which work is being reported.
• A list of the works actually completed, by line item.
• Quantities, unit prices and amounts for each line item.
• The total value of the reported works excluding and including VAT.
• Signatures of the parties (and of the construction supervisor, if any).

How the BoQ, Act 19 and the invoice fit together

The three go hand in hand. The bill of quantities sets the agreed quantities and prices. Act 19 records how much of that has actually been completed in the period. The invoice is issued on the basis of the accepted Act 19. When these documents are connected, reporting is quick and dispute-free; when they’re not, you get late payments and discrepancies.

Common mistakes with Act 19

• Reporting quantities that don’t match the work actually done.
• Unit prices in the certificate that differ from those in the BoQ.
• Late preparation, which delays invoicing and payment.
• Missing signature from the accepting party or the supervisor.

Act 19 template: how to fill it in quickly

A ready-made Act 19 template contains fields for the parties, the period, the table of completed works and the signature blocks. The fastest way to prepare it is to generate it directly from your existing bill of quantities – the quantities and prices carry over automatically and you don’t have to retype them.

How Smartoffer helps with Act 19

In Smartoffer, certificates (Act 19) are generated from a template using your bill of quantities and project data in a few clicks. You mark which quantities were completed in the period, and the system prepares the protocol, calculates the amounts and VAT and links it straight to the invoice. Everything – quote, project, certificate and invoice – sits in one place and is fully traceable.

Conclusion

Act 19 is not a bureaucratic obstacle, but the tool that ensures you report accurately and get paid on time. Prepare it regularly, link it to your bill of quantities and invoices, and your cash flow will become far more predictable.