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How to create a quote

Quotes allow you to present the estimated time, cost, material, tasks, etc. for a project.

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Step 1.

Go to the Quotes> New quote to create a new quote. Expand the More settings to see the full section of general information and fill in the detail.

Step 2.

Code: If you leave the quote code blank, it will generate an automatic code. This must only contain capital letters, numbers.

Sales Person: The user primarily responsible for the quote - they must have the Estimator role. Other team members can be added on the Role Assignment tab to co-manage the quote.

Materials Under Tasks: If this feature is enabled, you can use the mandatory option to require all materials in the Material Plan be assigned to a specific task.

Step 3.

Expiry Date: The date the quote will expire on if the customer has not accepted it.

Project Start Date (optional): The estimated start date for the project.

Project End Date (optional): The estimated end date for the project.

Project Group: The logical group to which your project belongs (groups are configured by your Resource Administrator).

Step 4.

In the Time plan tab, you indicate the expected labour resource used for the project.

In the top left there is a summary, based upon the tasks that you enter. On the right are the charge rates, which you indicate effort against. At the bottom of the panel is the task list (which begins with one empty task).

Step 5.

Enter the Task name and click New task (top level) to add other top-level tasks.

Click the green plus icon beside the task name to add next level child task or click the blue arrow icon and select New child Task.

Note: TidyWork supports unlimited task hierarchies. If you want to create a sub-task, you need click the plus icon in the level-up tasks.

Tips: Enter the EFFORT after you enter all the tasks.

Step 6.

Click the blue arrow to:

  • Move a task up/down the list.
  • Delete a task. You have to clear the Charge Rate field, Effort field, delete the child task, to be able to delete the parent task (this cannot be done once time has been entered).

Step 7.

The Advanced menu, under the blue arrow, allows you to:

  • See Task descriptions. This description is available when  hovering on the task list in the Quote Console, and is displayed on the generated Quote Document.
  • Select Non-billable tasks.  Non-billable tasks are highlighted with a blue background on a Time and Materials quote. All tasks on Overhead, Non-Billable and Fixed price projects are non-billable by default and cannot be changed.

Step 8.

Effort is the number of hours required to complete the task. A task cannot be deleted unless the Effort estimate is blank.

Bal is the number of hours in the Effort that are unassigned. This figure will appear in red if the task has been over-assigned.

The customer charge, based upon the charge rate and hours applied is the Charge.

Step 9.

Charge Rates are the number of hours required at each Charge Rate. The sum of these assignments is used to calculate the balance column.

The Time cost for Quotes is calculated based on the Quote Cost that is set for each Charge Rate. If no Quote Cost is set the cost will default to the global cost Rate.

Step 10.

In this tab you can set a budget for billable and non-billable materials to be used in a Quote.

Click New Planned Material, click the telescope icon to search for a material, or click the plus icon to create a new material.

Type in the quantities of this material for the quote.

The dimensions and cost for each of the items are obtained from the material list, but can be overridden.

Step 11.

If the Markup is greyed, it’s showing how much markup is in the Unit Charge. When this field is edited, the value will be displayed in dark and the Unit Charge will be based on the margin of markup over the Unit Cost. Deleting the value will return the Unit Charge to its previous price.

Click the Set all to set the markup or margin for all material items - this will override values and charges.

Step 12.

The Unit charge is the charge for each of the items. This is obtained from the material list, but can be overridden.

The Total charge is the Unit Charge multiplied by the Quantity.

If the On-charge is selected, the material charge will be passed through to the customer invoice (when approved).

Click the orange arrow icon to move the material up or down.

Step 13.

If you're using the Materials Under Tasks feature, the Quotes Material Plan works a little differently. You can turn on this feature in More Settings for this quote, or turn on this feature for all quotes under GLOBAL SETTING > Company.

Step 14.

Choose the task you want to add materials to. Then add materials directly to that task, as the steps explained above. If you have other tasks in your Quote, you will have the option to add them to the Material Plan, and then add materials to those tasks too.

Step 15.

If you need to move the material to a different task, use the orange arrow icon at the far right of the material. From here you can select the task you wish to move the material to.

Step 16.

Enter the amount of billable expense and non-billable expense and select the currency.

Step 17.

Click the New Milestone or Use to add the milestones, enter the milestone name and description. The description is optional and included on the invoice for invoice-able milestones.

Enter the date or select a date from calendar for this task.

Click the bin icon to delete a milestone.

Step 18.

Under the Role assignment tab you can select the peer estimator for this quote.

Note: only estimator role will be displayed in this screen.

Step 19.

In the Invoicing tab you can select a Price Type for this quote.

Time & Material: The revenue and cost total will be calculated based on the value that has been entered.

Fixed Price: Enter a markup percentage or a figure in total.

Step 20.

Select a label as Quote or Estimate on the quote document. Select the Sales Tax type and Currency and click Save.

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Set up your account in the global settings of Tidy

Set up my console

The my console screen allows you to create reports on time, material, and expense entries.

Set up resource dashboard

This tab is visible to Resource administrators. The resource dashboard allows you to track your resources in one place.

Set up Microsoft project integration

This add-in is only available on Project plans 3 and 5, and Project Professional 2019. This add-in enables you to easily import resources from Tidy into Microsoft Project and export your projects and resources from Microsoft Project into Tidy.

Set up manager dashboard

This tab is visible to Project managers. The manager dashboard allows you to track your business performance in one place.

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This guide explains how to subscribe to TidyWork.

Setup Xero payroll (only Australia)

Currently only Xero Payroll Australia is supported. Ensure that Xero has the Payroll feature enabled as part of your subscription.

Set up Xero

TidyWork can connect with specific materials/freight accounts in Xero to help you better manage your business.

Set up users actions on behalf

This can be used to get a complete view of the project, even if not all resources are using TidyWork to enter their time and materials.

Set up users

this guide explains how to add or users, and explains the information found under each tab in the users section.

Set up suppliers

This is where you can add, edit, and view your suppliers. Once created they will be available for selection when completing a purchase order.

Set up your material items

This is where you can add material items. Materials are essentially your stock.

Set up a customer portal

The Customer Portal is where your customers can view the details of projects in which they are the selected customer. Only charge, not cost, information will show up and they will not be able to edit any details. Visibility of each project can also be set on an individual project basis.

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This guide shows you how to set up your customers. If you integrate with Xero, you can import all your customers straight from Xero. If you don’t integrate with Xero, this guide also explains how to add customers without Xero.

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Departments are used to populate a drop down list screen in the Add/edit new user screen to enable you to select a department for each TidyWork user.

Set up activities

A Task is typically a small goal of your organisation. It is achieved by performing activities. Project Managers are responsible for deciding on the tasks that must be achieved to complete a project. Project administrators can add to the pool of activities.

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Global charge rates are available for selection as a default external charge rate for a particular user or for an alternate charge rate on a project when allocating resource. These rates enable variable charge rates for any particular resource on a project.

Set up alerts

Alerts can be set to notify you when profitability, milestones, budget, earned value, time, utilisation, etc. exceed or fail to meet the set threshold

Set up countries

The countries tab is an easy way to add or remove countries relevant to your business (e.g. the country a customer or supplier is located). Once added, they are available via a drop-down list when creating or adding customers or suppliers.

Set up currencies

Here you can set up the currencies for your company. To enable multiple currencies you need the Jet plan.

Set up your company settings

The company tab allows you to fill out all necessary information about your company, including employment contracts, sales and purchases, quotes/ proposals, etc.

Set up your expenses

Expense categories and expense types are used to populate drop down lists within Expense entry. They are required information and must be selected when entering an expense against a project.

Set up your project groups

Project groups are used to populate a drop-down list available when creating and editing a new project. This is required information. These groups are then used to group your projects when they are displayed on the heat map and dashboards.

Set up your sales tax

The Sales tax tab allows you to add any sales tax options relevant to your business. You can add as many as you need. These values can also be mapped back to Xero.

Set up your custom templates

Under the templates tab can customise templates for proposals, quotes, orders, etc. and set a default option for each.

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Quotes allow you to present the estimated time, cost, material, tasks, etc. for a project.

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