Open the project for which you need to create a quote and click on the "Quote" tab.
The system will guide you to the Create Quote page.
If you want to use an existing template, choose one from the template drop-down box. If you're creating a new template, leave the drop-down blank.Further down in the article, you will learn how to save a new quote template for future use.
Allocate a contact to be listed as the quote contact and select the recipient of the quotation.
Choose the intended recipient of the quotation.
In the Assumptions and Qualifications section, provide additional information about your title without any word limit.
Similarly, in the Inclusions and Exclusions section, add details without any word limit. You can include a scope of works if necessary.
Save the quote details, and you'll be redirected to the quote screen to start building your quote for the project.
After saving the create quote screen, you will be directed to the quote screen below, where you can commence building your project quote. The following boxes will be visible:
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Labour Budget (Ex GST): This box dynamically updates as you input labour details into the quote. For guidance on adding charge-out rates for labour, click here.
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Asset Budget (Ex GST): This box adjusts as you include assets in the quote. For guidance on adding charge-out rates for assets, click here. To learn how to update the asset register with your assets, click here.
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Inventory Budget (Ex GST): This box adapts as you add inventory items to the quote. Find instructions on updating your inventory by clicking here.
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Total Quote Value (Ex GST): This box reflects the cumulative value of your quote as you continue to develop it.
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Total Projected Profit (Ex GST): This box calculates the total projected profit by comparing the total price against the charge-out rate.
Initiate the process by selecting the "Item Name" field to update the project title initially.
Select +Add Task once more and fill in the "Item Name" field with the initial phase of your project. Then, click on the disc icon to save. Note that the ID field is automatically populated with the cost codes from each line item, which becomes more pertinent when we are ready to move to the mange project plan tab within the project.
Now, you can begin adding subtasks below the phases of your project. Subtask boxes are white, while main heading boxes are blue, making it easy to differentiate between them.
Clicking on the "Item Name" field allows you to either select from the list or type in this field. Any assets and labour rates saved against this client in settings will automatically appear, or you can use what is saved in the inventory feature. When selecting your labour, you will see the associated shift type. Please refer to the instructions above if you need guidance on adding items.
Proceed to complete the fields, including the start and end date. For instance, if you need a painter from 10/12/2023 to 13/12/2023, input the quantity required and units (the amount of hours needed). The cost rate and charge-out rate will automatically pre-populate if the rate is saved against the client. If necessary, include a discount; the margin will be calculated automatically from the cost rate and charge-out rate, and the total price will repopulate. Finally, click the disc icon to save the line item.
After saving, you have the option to click the non-billable box against the items. Non-billable items are discreetly excluded from the quotes and invoices, ensuring they are not billed to the client. Proceed by adding as many subtasks as required for each phase. Your labour rates will display the trade and shift.
When you are prepared for the next phase of your project, click on +Add Task. As you input line items, the boxes will automatically update. In the provided example, the labour costs figure will adjust based on the cost rate field when adding labour. Similarly, any selected assets will update the asset budget by calculating from the cost price for that specific line item.
For each phase of the project, click on +Add Task and input the title of that section. Utilize +Add Subtasks to delve as granular as desired for tracking each phase. If you prefer a more summarized approach, simply add a title with the total amount to track each phase. The level of detail in tracking your projects is entirely up to your preference.
To create a variation in the quote, follow these steps: begin by selecting +Add Task, then specify the title as "Variation." Subsequently, click on +Add Sub-Task to incorporate your items into the variation seamlessly.
Once you have completed quoting your project and emerged as the successful bidder, click on "Create Project Plan From Quote."
After clicking "Create Project Plan From Quote," the system will successfully update, and the option will be grayed out to indicate completion.
If you intend to preserve this quote as a template for future use, navigate to "Actions" and select "Save As Template."
Assign a name to the template and then click on "Save Template."
The saved template will now be accessible on the create quote page, allowing you to choose it from the template drop-down menu.
If adjustments to the quote are necessary, click on "Edit Quote Details" to access and modify the quote details page.
Ensure that you click on "Save Details" after making any updates to ensure the changes are preserved.
To send the quote to your client, select "Export as PDF" and proceed with the necessary options for creating and sharing the PDF document.
When exporting as a PDF, you'll encounter various options displayed on the document:
- Choose your quote type from options such as quotation, estimate, or variation.
- In the Columns field, select at least one option to be included in the PDF. Decide the level of detail you want your client to see, with choices such as item name, quantity, charge-out rate, total price, start date, units, discount, end date, cost rate, and margin.
- In the Rows section, select at least one option. Options include the project title, tasks, or sub-tasks, allowing you to customize the information presented in the exported PDF.
To finalize the PDF, choose the specific items you want your client to view. Once selected, click on "Export" to generate the PDF with the chosen details for presentation to your client.
The following is an illustration of the selected elements when exporting a quote.
In contrast, here is an example if you prefer the client to only view a summary, showcasing the project title and corresponding price.
Alternatively, here is an example if you choose to export all items on the quote, providing a comprehensive overview to the client.