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Price Quote

How to use price quotes?

Resolution: 

The Price tab allows you to generate a price quote to send along to your clients and set the total budget for your job. 

Generating a price quote: 

1. If there is no price quote on your job already, you will be prompted to create one. 
2. When you click Create new you will have a variety of ways to copy data into your price quote. 

Copy from options: 

• Nothing:  This option leaves your price quote blank so you can mark up the entire thing from scratch. 
• Template:  This option allows you to copy from a price quote template already stored within your system. 
• • If you ever want to save a price quote you have created as a template, you may do so by clicking on the icon with the floppy disc in the upper right corner, right beneath the approval status. 
• Copy price quote from another job:  This option allows you to review and copy a price quote from another job. Notice that you can select what information you can copy from the old job to the new one. 
• Schedule current job:  This option allows you to copy the schedule on the current job to the price quote. Again, note that you can choose from a variety of copy methods 
• Default price list:  This will copy the default price list set in the job settings to the lines of your price quote, one activity per line. 
• Another price list:  Instead of using the default price list, you can choose to copy a different price list to your price quote. 
• Expenditures from job:  This will copy all of the expenditures in hours and purchases to your price quote. 
• Copy from an invoice:  This allows you to choose an invoice from another job and copy it directly to the price quote. 

Phase: The phases of the price quote are the over-arching steps to this job. The beginning, middle, and end, if you will. You can name your phases whatever you would like, as well as give them a description. 

Lines:  The lines are the more granular pieces underneath each phase. Each line will have its own activity attached to it, which designates the hourly rate. You may click into any of these grids to change the input.  If you've created a quote and don't have your lines pre-grouped, this is easy to change to fit your needs. When you have created your phases and activity lines: 

1. Right click and
2. Select Modify grid.
3. Click on Grouping and
4. Choose Phase. 

Adjustments: 

Note: Always re-calculate your payment plan after you adjust your Price quote.  You can add four different types of adjustments to your price quote: 

• Discount
• Extra
• Round to total amount
• Contingency 

To add an adjustment, find the icon looking like price tag with an equal sign on it a in the toolbar.

Discount & extra:  These two features act the same. Whether you add a discount and an extra cost by percentage, you do it for the entire price quote, but base it on an activity. 

1. Open the Adjustment dialog and
2. Enter the desired discount/extra.
3. Select an activity and
4. Click OK. 
   • The discount/extra will be added as a new line on the Price quote. 

Round total amount:  Does what the title says. It will simply round the total amount of the Price quote to the value in the Round to field and report it on the activity selected. 

Contingency: Adding contingency for an entire Price quote is quite easy. Simply open up the adjustments dialog and enter the contingency percentage. This will convert into hours on the Price quote. 

Buffers:  Buffers can be used to set a range on your price quote amounts.

• The buffer amount will only be used on the price quote itself, it is only the [Amount] that carries over to other reports and views. 
• When buffers are used, they appear as such: [Amount] – [Buffer], so the buffer should represent the upper range of the quote. 
• Buffers have to be enabled in the print menu. 

Comments:  The comments section allows you to add the terms of the price quote, if necessary. 

Payments:  In the payments tab you can apply the payment scheme milestones. You can then include this in the price quote layout, as well as transfer lines from the payment scheme into an invoice. When creating an invoice select the Copy data from: Payment scheme from price quote option. 

1. In order to generate a new payment, press the + icon at the upper left corner, right under the context menu.
2. Input the desired amount for the payment in the Currency amount column.
3. You may click the scales in the menu bar right under the price quote tabs, in order to re-calculate the final invoices amount, so the total on the price quote remains the same. 

Edit payment after approval: Should you need to edit the payment plan after the Price quote has been approved you will need to enable System variable 1001.  This will give you the option to enable edit hereof. 

Approval:  If you have certain price quote approval flows, then your approvers will display within the list here once you have approved the price quote and triggered the process. If not, you can also select the Add approver button in order to add another approver to this list. You can also add an approver by typing their initials in the box right next to the Add approver icon. 

Material calculation: In the material calculation you can calculate material usage for the job. This is useful if you normally have a lot of material entries and sales. Once you have entered the quantity you can transfer the calculation to the price quote activity lines. 

Price quote conversation:  You may have a conversation on the price quote level using the speech bobble tab. 

Header: When you are ready to generate your price quote, navigate to the header tab. Here you will be able to review all of the important information, such as the receiver information, and add any introductory or final comments you might like to include. Note that you may access the multiple price quotes saved upon the job by clicking on the drop-down in the top center. 

Price quote status: 

• You can change the status of your price quote using multiple methods. The first is to use the approve  and un-approve  buttons. The button looks like a paper with a tick and a paper with a tick and a red x.
• You can also manually change the status of your price quote using the top-right functionality to select the approval stage you wish. 
• You can change the probability only when the price quote is in the Under preparation, For approval or Approved internally status. 

The following system variables can be changed to reflect your preferred preferences: 

• System variable 548: Automatically change job status to In process when price quote is approved 
• System variable 252: Price quote approve button sets status: internally / externally approved 
• System variable 319: Include price quotes with status approved externally (status ID: 50) in Expenditures 
• System variable 320: Include price quotes with status approved internally (status ID: 40) in Expenditures 

Contribution margin (CM): The contribution margin is being calculated is equation: (Sales – cost)/cost * 100. This gives the margin. 

Print layout:  By clicking on the printer icon with the wrench, it will open up the print settings. These settings allows you to decide which information is displayed within your price quote. You can choose to show or hide phases, activities, and choose a layout, for example. 

Generate the price quote:  To generate your price quote, it is as easy as running a report.

1. Click the  Printer button and
2. Choose the Price quote report.
   • The price quote generated will reflect the information selected in your print layout, including layout and watermark.