The Order Book was made non-mandatory in 2023 by the Federal Council of Engineering and Agronomy (Confea), but you don't have to ignore this tool. 

This is because when the documentation of the work is not done correctly, any mistake or unforeseen event can harm the progress of the project.

Without clear records, it becomes difficult to prove what was agreed upon, what was executed, and even justify route changes along the way. 

And that's where the problems start: undue charges, conflicts with clients, questioning of responsibility, legal insecurity… all because you did not have good technical control.

In this content, you will understand how to use the Order Book to your advantage, with practical examples, and see how digitization can facilitate your routine.

Continue reading and check the details: 

• What is the Order Book? 

• What is the purpose of the Order Book?

• 8 mandatory items of the Order Book

• Differences between the Order Book and RDO

• FAQ: main questions about the document

• Visi does not create the Order Book, but has resources that help you create yours 

What is the Order Book? 

The Order Book is a document that was required by CREA since 2017 and was revoked by Confea in 2023. In other words, it is no longer mandatory to submit it. 

In it, the technical responsible must list all activities and relevant situations related to the execution of the works. 

- Also read: Service Verification Sheet (FVS): what it is and what it is for

What is the purpose of the Order Book?

In practice, the Order Book serves to: 

• Ensure that everyone knows what was agreed upon and what is being executed;

• Avoid conflicts with clients, teams, or suppliers;

• Document responsibilities and legally protect the technical responsible;

• Record unforeseen events, accidents, stoppages, and route changes with justification and date;

• Facilitate audits, inspections, and even future maintenance.

8 mandatory items of the Order Book

According to CREA, there are some essential items in the document:

• Include data about the construction, such as: name of the owner, contractors or subcontractors, the technical responsible (with ART) and explain in more detail about the type of work;

• Information about the schedule: start date, each phase, and expected completion;

• List and inform in detail if there was any accident or damage to any material; 

• When there is a technical visit, inform how the state of the work or the site was at that moment;

• It is also necessary to record if the work had to be stopped (and for how long) due to financial problems, rain, or other adverse conditions;

• The signature of the technical responsible is mandatory on all reports. It is also necessary to include the date;

When the technical responsible registers any guidance or order in the Order Book to be executed by someone from the team, that person needs to sign the book. This signature is not an acceptance but rather a confirmation that they received and read the instruction (that is, acknowledged).

The Order Book must be officially closed at the same time the work is completed, cancelled, or officially suspended (for example, in the case of a withdrawal). This closing date is recorded in the book itself and must coincide with the date the ART cancellation is requested at CREA.

Differences between the Order Book and RDO

Although both are important documents, the Order Book and the RDO (Daily Works Report) have distinct purposes and formats. Understand:

- Also read: Work diary in Excel: why the tool is not the best option?

FAQ: main questions about the document

We have gathered here the main questions about the Order Book. Check out:

What is the Order Book?

The Order Book is the document where all relevant activities and events on site are recorded, forming an official history of the execution of the work.

What is the purpose of the Order Book?

The document ensures that everyone is aligned on what was agreed upon and executed; avoids conflicts with clients, teams, or suppliers; documents responsibilities and offers legal protection to the technical responsible. It also records unforeseen events, accidents, stoppages, and route changes with justification and date, in addition to facilitating audits, inspections, and future maintenance.

Is the Order Book mandatory?

Since 2023, the Order Book is no longer mandatory. The decision was revoked by the Federal Council of Engineering and Agronomy (Confea). 

What does it mean to issue an Order Book at CREA?

Before 2023, "issuing the Order Book" meant registering the work in CREA's system and generating the document (physical or digital) where the mandatory notes would be made. This book was officially linked to the ART of the person responsible for the work. With the revocation of the obligation, it is no longer necessary to issue it through CREA.

Visi does not create the Order Book, but has resources that help you create yours 

The Visi, our remote construction management software, does not have a specific feature for the Order Book. However, it offers powerful resources that make filling it out easier, faster, and more reliable in the daily routine of the construction site:

• 360° Documentation: Captures and organizes 360-degree photos, videos, and drone images linked to the floor plan, to navigate the construction site from anywhere;

• Detail Photo: Allows attaching 2D images (cell phone or conventional camera) to specific points on the construction site, complementing the 360° view;

• Notes: Records messages, orders, and observations directly on the platform, with date, time, and responsible person, avoiding loose papers;

• Measurements in images: Takes precise measurements on 360° photos, checking if what was executed matches the As Built project;

• Integration BIM 4D: Connects your 3D model and schedule to Visi, to simulate execution over time and compare planned vs. actual.

• Schedule: Imports schedules from MS Project or Excel, generates S Curve and allows comparing deadlines with the construction images.

• Construction checklist: Creates inspections and surveys adapted to each phase of the project, with notes and photos, to ensure quality and compliance.

• Reports: Automatically generates RDOs, Photographic Reports, Non-compliance, among others, in just a few clicks.

• Diverse AI tools to automate your tasks: INsight Updates, INsight Safety, INsight Explorer, etc.

• Cloud storage with traceability: All information is kept secure, with a complete version history and easy sharing with those you need.