This article covers how to create a new estimate from the Estimates page.
Note that the Estimates page is not the only place where a new estimate can be added. For example, a new estimate can be created directly from a customer’s details page. Or you can use the blue “Add New” button pop-up at the top of any Field Service CRM page.
NOTE: before estimates can be created, you’ll first need to set up your business’s services and materials.
To access your Estimates page, click Estimates in the bar that runs across the top of the screen.
Click the New Estimate button at the top right.
There are several steps in creating a new estimate, and they will be listed here in order, according to each section on the Add Estimate page.
NOTE: when filling out these fields, it’s not necessary to click a Save button. Saving is done automatically.
1. Estimates Info
This section contains name and date details for the estimate.
Assign an estimate title, and a default estimate number will be created automatically, which you can change. By default, the Date field will contain the current date, but this can be changed as well. Assign an Expiry Date after which the estimate will no longer be valid. If the customer for this estimate has web portal access, and Allow Comments is enabled, the customer will be able to add comments when signed into their account.
If tags are set up for estimates, such as tags that describe the type of job, you can start typing the tag name and choose the tag from the menu that appears. If you want to assign a tag that has not yet been created, just type the tag name and press Enter. That tag will then be added to the list on the Tags page.
This section is where you choose the customer who will be receiving the estimate. If the customer has already been added in your system, choose that customer from the drop-down list. If the estimate is going to a new customer, click Add New Customer. Once added, the new customer will be listed in your Customers page.
Once chosen, the customer’s location and contact details will appear in this section.
3. Assign Employee
If you want to assign the company employee who would be handling the job if the estimate is approved, click Add Assignee. Your employees are set up in the Users page.
Once assigned, you can add another employee, or click Remove to remove an employee from the estimate.
4. Schedule Visit
By default, visits are left to be scheduled later, for example, when the estimate is approved and saved as a job. If you want to schedule a visit along with the estimate, uncheck Schedule Later.
Use the From and To fields to schedule the visit. Once scheduled – ??? why doesn’t this appear in my calendar???
5. Admin Notes
Here you can include office-internal notes related to the estimate. These notes will not appear on the estimate received by the customer. True???
6. Services and Materials
This section is where you complete the “meat” of the estimate: the list of services you’re proposing to provide, and materials you’re proposing to use. Before this section can be filled out, your services and materials must be set up in the Services page. Each item listed on the Services page is defined as either a Service or Material.
To add a service, click Add Item.
Select the service from the drop-down menu, and choose whether its fee will be taxable. The Unit Price field will contain the value you defined in the Services page, even if that value is zero, and you can change this value if needed. The Amount will reflect the Quantity times Unit Price. Below that, the Description field will contain the description you defined in the Services page, and this can be changed here as well.
Additional services can be included by clicking Add Item.
If materials are to be included in your estimate, click Add Item.
Select the material you set up in the Services page, and the rest of the fields here work just like the Services field.
The fields at the bottom of the estimate are the “bottom line,” the sum of all costs, with taxes, discounts, and deposits.
If your services or materials are taxable, choose the Tax Rate you want to use from the drop-down. Tax rates are set up in the Company page.
If you want to apply a discount to the fees, click the Discount drop-down arrow. There are two ways to apply a discount: a dollar amount or a percentage. Choose the method you want, and click Apply.
If you require a deposit before starting the proposed work, click the Required Deposit drop-down arrow. As with discounts, you can define a deposit by dollar amount or percentage.
Finally, add a customer note, which will appear in the estimate received by the customer.
The field in the bottom right corner contains the breakdown of fees, including taxes, discounts, and deposits.
Before completing the estimate, go back to the top and click the Settings icon at the top right. In this menu you can choose the items you want to appear in the estimate that will be received by the customer.
Once the estimate has been filled out, it will appear in the Estimates page. The next step is to send the estimate to the customer. link???
If the customer has web portal access, they can approve the estimate and it will automatically be converted to a job. If the customer approves the estimate outside of the portal (for example, in person or over the phone), you can manually convert the estimate into a job. link???