Quotes allow you to present the estimated time, cost, material, tasks, etc. for a project.
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Download PDFStep 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:
Step 7.
The Advanced menu, under the blue arrow, allows you to:
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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