Estimates

Table of Contents

1. Overview
2. Estimate Dashboard
3. Adding a New Estimate
4. Updating an Estimate
5. Estimate Detail Interface
   • Overview
   • Services and Products
   • Bill
   • Recurring Schedule
   • Comments to Client
   • Client Information
   • Submit Estimate
   • Converting an Estimate to a Job
   • Additional Options
6. Deleting an Estimate
7. Estimate Search

Overview

The Estimates section allows service providers to manage and track client estimates efficiently. This interface provides functionalities for creating, viewing, editing, and managing estimates, as well as communication with clients.

Estimate Dashboard

The Estimate Dashboard serves as the main interface for estimate management, offering key functionalities such as adding, editing, and filtering estimates, as well as searching capabilities.

The dashboard displays a table of all estimates with the following information:

 

• Name: Name of the estimate.

• Client: Shows to whom the estimate is directed.

• Property type: Indicates whether it's Residential or Business.

• Total: Displays the total amount of the estimate

• Status: Shows the current state of the estimate (draft, approved, pending review, changes requested)

• Date created:  Indicates the date the estimate was created

• Action buttons: Provides buttons for quick management (Chat , Edits, Duplicate, Delete)

A search bar enables you to find estimates by name or client's name. Filtering options allow you to narrow down estimates based on their status

1. Adding a New Estimate

To create a new estimate, you will be presented with a form containing several fields. Required fields include: Client, Estimate Title, Property Type (residential or business), and Assigned Crew. A Quick Add step is also available for selecting products and services.

To create a new estimate, follow these steps:

• Click the "+ New Estimate" button in the dashboard.

• Fill out the Estimate Details form:  Client, Estimate Title, Property Type (residential or business), Assigned Crew and Associate Checklist (optional).

• Click on "Next Step" to proceed to the Quick Add section.

• Use the Quick Add dropdown to select necessary products and services.

• Click the blue "Add Estimate" button to create the estimate.

2. Updating an Estimate

In the Update Estimate window, you can modify various details related to the estimate, including:  title, client's property, crew associated with the estimate, and checklist.

• Click the pencil icon next to the estimate you want to update.

• Edit the title, property of the client, or crew assigned to the estimate.

• Modify the associated checklist if needed.

• Click "Apply Changes" to save your modifications.

   

Once you've modified the area you wish to change, make sure to click on "Apply Changes" to save your updates.

3. Estimate Detail Interface

Using the Estimate Detail Interface, you can view and modify comprehensive information about a specific invoice. To access the estimate details:

• Locate the estimate in the list on the Estimate Dashboard.

• Click on the Estimate name or the "eye icon" next to it.

• View or modify the necessary fields in the interface.

• Click "Apply Changes" to save any updated information.

3.1. Overview

• Edit the Estimate title, property, and assigned crew.

• Save changes by clicking "Apply Changes" or discard by clicking "Cancel".

3.2. Services and Products

The Services and Products Section offers efficient management of estimate-related items. Navigate this streamlined interface as follows:

• View Items: Comprehensive tables showcase services and products, detailing SKU, hours/quantity, rate/price, and total.

• Edit Items: Modify details by clicking directly on editable fields such as "Hours" and "Rate" for Services, or "Quantity" and "Price" for Products.

• Add New Items: Expand your estimate by clicking the blue "+ Add Service" or "+ Add Product" buttons. New entries appear instantly in their respective sections.

• Delete Items: Easily remove unwanted entries by clicking the trash icon located to the right of each item.

This consolidated section simplifies estimate creation and editing, allowing seamless management of both services and products within a single, user-friendly interface.

3.3. Bill

• Add applicable taxes (VAT - 0.1% or GST - 0.05%).

• Apply discounts in USD.

• Set a Required Deposit amount in USD.

• View the final estimate amount with all details reflected.

3.4. Recurring Schedule

• Enable recurring schedules by toggling the switch.

• Set general or individual recurring times:

3.4.1. For general schedules:

• Add seasons for work repetition.

• Select service frequency (Once per week, Once per 2 weeks, Once per 3 weeks, Once per month, Once per 2 months, Once per 3 months).

• Choose specific days for service.

3.4.2 For individual schedules:

• Set frequency and day of the week for each season individually.

• Save updates by clicking "Apply Changes".

3.5. Comments to Client

Leave personalized messages for clients viewing the estimate to enhance communication and provide clarity.

These comments can include specific instructions, additional information about the services offered, or any special considerations relevant to the client.

3.6. Client Information

On the right side of the Edit Estimate view, you'll find a panel with additional features to enhance your estimate management:

• Client Information: View comprehensive details about the client associated with this estimate.

• Edit Client Details: Modify client information by clicking the pencil icon, allowing you to keep records up-to-date.

• Add Notes: Include important remarks or reminders related to the estimate.

• View Chat History: Access past conversations for context and reference.

• Attach Files: Upload and manage relevant documents directly within the estimate.

Remember to click "Apply Changes" after making any modifications to ensure all updates to the estimate or client information are saved.

3.7. Submit Estimate

From the Estimate Detail view, you can easily send your estimate to clients:

• Click the "Submit Estimate" button in the upper right corner.

• Choose your preferred sending method: Email, SMS, or both.

• Add a subject line.

• Compose your message (Email or SMS).

• Include any specific instructions or notes.

• Before sending, use the "Preview Estimate" feature to review all details for accuracy.

• Once satisfied, click the blue "Send Estimate" button to finalize and dispatch your estimate to the client.

3.8. Converting an Estimate to a Job

Once the status of the estimate is "Approved," only the Recurring Schedule of the estimate can be edited. Therefore, the options to "Edit Estimate" and "Convert to Job" will be enabled, allowing you to edit and convert the estimate into a job, respectively.

To convert an estimate into a job, follow these steps:

• Click the blue "Convert to Job" button.

• You will be prompted with an interface where you must select a start date and time.

• Configure the job priority as needed.

• Click "Next Step" to proceed.

• Select the end date and time for the job.

• Click the blue "Convert to Job" button to finalize the conversion.

After completing these steps, you will see your new job linked to your estimate in the Jobs section.

3.9. Additional Options

The Edit Estimate view offers a range of powerful management tools accessible through a dropdown menu located in the upper right corner, next to the Submit Estimate button. 

These options enhance your ability to manage estimates efficiently:

• Duplicate: Easily create similar estimates for different clients or projects. This feature allows you to copy an existing estimate, saving time and ensuring consistency across related jobs.

• Download PDF: Generate a portable document format (PDF) version of your estimate. This option enables offline viewing, printing, or sharing of the estimate with clients who prefer a static document format.

• Delete: Remove estimates that are no longer relevant or were created in error. Upon selecting this option, you'll likely be prompted to confirm the action, preventing accidental deletions and maintaining the integrity of your Estimate records.

Each of these options streamlines your workflow, allowing for quick replication of estimates, easy distribution of professional documents, and efficient management of your estimate database.

4. Deleting an Estimate

To delete an estimate from your account permanently, follow these steps, from the Estimate Dashboard:

• Click on the action button (three dots) in the estimate list view.

• Select the "Delete" option from the dropdown menu.

• Confirm your selection when prompted.

Alternatively, from the Estimate Detail section:

• Locate the dropdown menu (three dots) in the upper right corner.

• Select the "Delete" option.

• Confirm the deletion when prompted.

Deleting an estimate is a permanent action and cannot be undone. Ensure you want to remove the estimate before confirming.

5. Estimate Search

The Estimate Dashboard offers search and filter functionalities to help you manage your estimates efficiently:

5.1. Quick Search:

• Use the search bar to quickly find a specific estimate by name or associated user.

   

5.2. Advanced Filtering:

• In the filter section, you can select from various status options to refine your search: Draft, Approved, Pending Review, Changes Requested.

• To clear all filters at once, press the "Reset" option.

These features allow for easy navigation and management of your estimates, especially when dealing with multiple clients or a large number of estimates in various stages of completion.