Module Synopsis: This Module is designed to show you the techniques on creating a quote within AroFlo. At the conclusion of this session you will be able to
- Create a Quote.
- Approve a Quote and add Quoted materials onto a task.
- Invoice Quoted work into AroFlo.
Session Time & Resources
This training session should take no longer than 1 hour. This training session is designed for 1 to 3 staff members in Quoting and Management Positions.
It is assumed that you have already completed the below modules.
TM1.0 – Initial WalkthroughTM1.1 – Costings,Timesheets & Invoicing|
TM1.4 – Invoice Layout & Design
Creating a Quote
There are several ways within AroFlo to create a quote. In fact, creating a quote uses the exact same procedures that are used in creating a task. For this module we are going to create the task using the create button on the main navigation and then selecting Quote from the list.
Fill in the problem request box as you would for a standard task, but obviously be aware that this is going to become your quote description first. If you're clever with your wording you can use the same description on both your quote and your task with little modification. Finally select a reported by contact (this is the person who the quote is for).
Once you click on 'Create Quote' your quote worksheet will be available for you to begin to build your quote. While the quote is still in an "In Progress" or "Pending" status the task will not be visible in the current task list.
Similar to the Task sheet and the Invoice sheet there is a lot of information on the quote worksheet. It helps if you break the sheet down into smaller groups. The information above is simply your data entry that we entered into the system when we created the task. It is important to note that you can use the underlined Client button to change the client that this quote is for, and you can use the underlined client name to take you to the client card.
The first thing we need to worry about when we're creating a quote is the quote type. There are two types of quotes available – Basic and Detailed.
A Simple quote is great for doing straight forward quotes. It has a basic interface to allow you to quickly complete your quotes.
A Detailed quote gives a lot more options for customising your quote and is designed for tackling larger projects.
Description & Long Description
Under your information the quote displays your description. You can use the edit button to change your description should you need to. AroFlo also has an optional feature called Long Description, a description field without a character limit and is part of the Document Storage option. If you're interested in this feature please discuss it with your AroFlo support representative.
Editing your Description
Clicking the 'Edit Description Button' will take you to a rich text editor. This will allow you to use different fonts, font sizes and colours in your description. This feature allows you far more control over how your description looks on the page.
Recording Quotation Time & Expenses
It is important to note that the 'Labour' and 'Expense' buttons on the far right hand side of the screen are designed to be used to capture any time and expenses that were incurred in the actual creation of the quote. This could include the time it took to create the quote, any parking fees or additional charges (such as a quote fee) that were also incurred in the quote.
This information is shared with the task, thus any time or expenses added here will also be recorded on the task sheet. This is because these entries are legitimate costs against the task and need to be reflected in the P&L (Profit & Loss) reports against the task.
To add a new labour entry simply click on the 'Labour' button. It is usually a good idea to have a work type specific to quotation work.
Enter in the following information.
Note – 'Quote Time'
Hrs – '0.5'
Click Save to save this entry against the quote.
To add a new expense entry click on the 'Quote' Button to go back to the quote sheet and then click on the Expense button. For this module we are not going to add an expense onto the quote.
Building your Quote
For this module we are going to build a very simple quote. Click on the 'Add Line Item' to bring up the data entry field. This will allow us to put an Ad-hoc item onto the quote. Ad-hoc items are used for items that we don't stock in our inventory.
We're going to use the below values
Item – 'Labour'Qty – '3'Value - '100'
Change the type dropdown box from 'Mat' to "Lab'. This specifies that the item is a labour entry and not a material one. Click save at the bottom of the quote sheet to confirm your data entry.
You will see at the base of the screen your totals. The labour total should now indicate a total value of 300. Click on Add Line Item again and this time we'll enter in a Material Ad-hoc item using the below values.
Item – 'Material'Qty – '1'Value – '200'
Click Save to confirm your entry.You have now added both a material line and a labour line onto your task. It is important to note however that both of these items are Ad-hoc items. This means that every time you want to use them you will need to do data entry.
Ad-Hoc Items are one way of adding items onto your quote. If you click on the multi-search button you will be presented with other options.
SOR Lists – Allows you to access your SOR Lists.
SOR Items – This option presents to you just the SOR Items in your inventory list.
Price Files – This functionality needs to be enabled. If you're interested in this functionality you can get further information from your AroFlo support representative.
We should be able to add the Inventory Item that we created in previous modules. Click on Multi-search and then click on 'Inventory'
Double click on our Inventory Item to add it onto our quote. Set the quantity (Qty) and then click Save to confirm.
We now have a very basic quote, with an Ad-hoc labour item, an Ad-hoc material item and a material item pulled from our inventory list.
Unit Rate & Installation Time
In the above example we had to add in a labour line entry for any labour added onto the quote. This isn't exactly the most efficient way of adding labour onto the quote. It is possible (and preferable) to use the UR field in the materials line.
If you look at the line items you will see that the material items have a field UR that is not available to labour entries. This is to record installation time for that item.
Simply add a value of '3' into the UR field for the 'Material' line item. This will indicate that this value has an installation time of 3 hours per Qty. We can now remove our previous Labour entry. It is important to note that you can pre-populate these values into the system in the inventory module. So that all you need to do is add the material items into your quote and the labour comes across accordingly. You can also if you wish enter your total time directly into the HRS field and AroFlo will figure out your UR rate.
You can of course modify the UR rate without affecting the Inventory values. This can be used to adjust the quote due to difficulty of the actual work required.
The cost of the unit rate is calculated by the work rate cost at the base of the quote sheet. This is based on the quote rate for your default work type, but can easily be changed. This setting can be modified by your Site Administrator.
In a simple quote you can only have ONE labour rate. If you need a more complicated charging structure you will need to look at a Detailed quote. It is important to note that you cannot change the quote type while you have any line items on that quote.
It's important to note that AroFlo really is designed for you to add your costs onto each line and use the Markup value to determine your sell value. You can apply Mark-ups against each individual line item or at the base against the whole quote.
You don't necessarily have to work this way, but it can be highly useful especially if you're doing a larger quote that might lead into project work.
Previewing and Printing
At the base of the quote you will see the print options field. This will allow you to view your quote so far. Click on the 'Preview' button to be taken to your Layout Editor. Similar to Invoicing this view can be customised using the same tools we used when we laid out our Invoice Layout.
This means that like the Invoice section we can control the information that goes out to our clients without necessarily removing it from the quote worksheet. You will need to spend some time setting up your quote layout.
Once you're happy with your quote simply click on the 'Email' Button on either the layout editor or on the main quote worksheet to print or email it through to your Customer.
At the base of the screen there is a status dropdown box. This allows you to control the status of the quote. This is very important as the status determines how AroFlo is going to treat this quote.
In Progress – this status indicates that this quote is still being actively worked upon. AroFlo will treat this quote as a draft.
Rejected – Indicates that the quote has not been accepted. This will archive the quote.
Rejected and Invoice – Similar to Rejected, this status will archive the quote and the task. An Invoice can then be created from the task sheet. This can be used to invoice any time/expenses incurred so far or to charge a quote fee. For this module we're going to set the status of the quote to 'Pending Approval'. Click 'Save' to confirm.
Quotes can be found within AroFlo in the quoting section in the navigation under the ServiceTrack menu.
Change the status dropdown box and we should see our quote.
You can also use the Search tool in the top left hand corner of the screen to search for your quote. It is important to note however that this search tool will only search within the status you're viewing. So it is useful when you've got numerous quotes within a single status. This field searches the 'Quote' Status so to find our job we would need to search for '53 New Street' to find our quote. You don't need to search for the whole address but can search for a part of the address to make searching quicker. For instance '53 New' would also find this quote.
You can also change the dropdown to search on different fields. This will allow you search via Job Number, Ref No, or the Quote Description.
Approving Quotes and beginning work
Once you've received acceptance of your quote from your client, you're now ready to mark the job as approved and continue. This can be done via the status box at the base of the quote worksheet. Once you've set your status to 'Approved' the task can be accessed from the ServiceTrack > Current task list. There is also a link at the base of the quote sheet entitled 'View task' that will take you straight to the task sheet.
You will note on the task sheet a section on the right hand side, just above the Cust ON field , is the value of the quote underlined. This link will take you back to the quote sheet as a reference. It is also important to note on a normal task there will be a link to create a quote in this place.
If you create a quote however the task will not be available until you've approved the quote. This allows you to create a quote after the task has already been created.
Adding Labour and Materials on to a quoted job.
At this point in the process we would usually schedule the job like any other task and have field staff complete it. For this module we are going to complete the task from the office.
Click on the Labour button to add labour to the task. You will notice that at no point do we indicate how much labour has been allocated on the quote. This is because we need an accurate reflection of what time has been spent on the task. This information directly affects profit and loss of the task so it's important that it's correct and not what was quoted. The technician shouldn't need to see the quote to know how much time they just spent doing the work.
For this module we're going to use the below information
Note – 'Work Completed'
Hours – 2.5'
Click the 'Save' Button to add your labour entry onto the job. There is no difference between time added onto a job from the field interface and time added this way.
Now that we've added Labour it's now time to add our materials. Click on the material button in the top right hand corner of the page. These buttons allow you to quickly navigate between Labour, Materials and Expenses without needing to go back to the main task page.
You will notice that no materials have been added into the job. This is because it's a requirement that the field staff confirm which materials have actually been deployed onto the job – just because it's on the quote doesn't mean that it was actually installed.
To make data entry easier however there is a 'Quoted Items' button. This button will allow you to access which material items have been added into the quote and easily confirm that they were installed.
Any Material items will appear in the list and can be individually confirmed by entering the installed quantities into the 'Qty Used' text box. Alternatively you can use the 'Add All' tick box to quickly confirm that all quoted materials were used.
Once you click Save all of the selected items will be added onto your task.
Now that we've added into Materials and Labour we can use the 'Task' button at the top of the screen to return to the main task sheet.
Complete in any required checklist items and then change the status of the job to 'Completed' and click Save.
This will set the job as finished and give us the ability to raise an invoice against this work. Once you click Save you will be directed to the Completed Task sheet. This functionality is designed to allow you to fix any errors or problems that may have been added onto the task before an invoice is raised.
In this module we're going to create an invoice immediately. Scroll to the bottom of the task sheet and hit the 'Invoice' button.
This will create an invoice for our quoted work. Scroll to the line items section on the Invoice.
When we created an Invoice in earlier modules AroFlo automatically added any items from the job sheet onto the Invoice. Because there is a quote attached to this task AroFlo gives you the opportunity of stating which items you wish to have added across. You've got the choice between the items that were added onto the quote or the job sheet.
Adding Items onto the Invoice.
If you wish to add the line items from the jobsheet onto your new invoice click on the 'Add from Quote Picklist' button.
This will take us to a confirmation screen where you can confirm which items you want to bring across. Similar to the Materials screen I can use the 'All' Button to add all items from the quote across to the invoice.
Click 'All' and then click Save to add these items onto your invoice.
Now that the items have been added onto the invoice we can see the differences between our two line items. Note: Quoted labour will be shown as a separate line item on the invoice. We're now going to look at adding items from the Jobsheet. Click on the 'Multi-delete' button and tick all the line items. You can now click save to remove all these items from our task. This will allow us to quickly return to a blank invoice. Now that the invoice is blank again we are presented with the same choice again. This time we're going to click on 'Add Items booked out on Jobsheet'.
This will list any items that were added onto the job sheet. Including values such as the 'Call out fee' that have been automatically added onto the task during creation. Click Save to confirm these items onto your invoice and you will see a 'Quote Variation' line item is now added onto your invoice. We will discuss this line item in more detail later.
Here we can see one of the key differences. In the current example we added the items from the job sheet across and a quote variation was added onto the invoice to make the invoice amount correct. In the first example we added the quote across verbatim so no quote variation was required.
Remove all the items again using the multi-delete functionality.
Compare Quote Jobsheet and Invoice Items
This functionality can be accessed in the menu functionality above the line items. Simply click on the button to expand view this tool.
This is an incredibly powerful view that allows you to view the line items from the quote, the jobsheet and the invoice (or any other invoice attached to this task) in one screen. You can even then choose to add items across onto the invoice individually or as a group. It should be noted that this view will also alert us to the variation that was done onsite. If we added the items from the quote across verbatim we might have missed that line item.
If you highlight the individual line item you will be presented with an arrow button that will allow you to add this item onto the invoice. At the base of the view you have the 'Invoice All' functionality that will add all line items of that group across onto the invoice.
Let's add all the items from the quote back across onto the invoice. Using this view you've got a much more controlled view of what items are available and what items need to be moved onto the invoice.
Variations to the Original Quote and the Quote Variation.
When we were adding labour onto the task we assumed that the client had requested some additional work on top of the quoted work. We have added the line item into the task and it has appeared on our invoice. You will notice that a 'Quote variation' line item has been added to the invoice and has effectively negated our variation.
The Quote variation is a feature of quoted invoices that attempts to make it easier to bill for your quoted amount. This feature is turned on by default but can easily be turned off by clicking on the 'Override Quote' tick box and then hitting Save.
Once you've overridden the quote AroFlo will allow you to raise an invoice for whatever you think is required without the system attempting to bring you back to your quoted amount.
We're now going to delete this invoice as we roll back through the steps to discuss detailed quotes. Hit the Delete button in the bottom right hand corner of the invoice worksheet.
Once you've confirmed that you wish to delete the invoice you will be taken back to your completed task sheet. At the base of the screen click on the re-activate button to take us back to a current task.
Now that you're back on the current task sheet you will be able to access the quote. As you can see we're rolling back through the stages that we followed to get to the invoice module.
You can use the underlined quote amount to take you back into your quote worksheet. It is important to note however that there is still labour and materials against this job. This will be discussed when we get back into the quote sheet.
Click on the underlined quote amount to take you to your quote worksheet.
You can see from the banner across the top that we're dealing with an approved quote. Approved quotes cannot be modified and thus we will need to change the status of the job from approved through to In Progress before we can make any changes.
Once we've changed the status of the job we're now ready to change our quote type from Simple through to a Detailed type.
We cannot do this however whilst there are line items on the task. These line items will need to be removed. It is also important to note that we can see the original labour amount that we added onto the task. This shows that the information added into these fields are shared with the task (and subsequently the profit and loss reports). We're not going to worry about that time for this module.
Click on the button to remove each line item on our quote. It's important to remove every line. You'll need to click save once you've removed the line items.
You are now looking at a detailed quote layout. The Detailed quote sheet allows you a lot more customisation and control over your quote. There are three main differences between a simple and a detailed quote.
Take Off Sheets
A Take-off sheet allows you to group your quoted line items into categories or stages. This can be useful to get costing on individual stages of your quote. To add a Takeoff sheet onto your quote simply click on the 'Add Takeoff Sheet' button.
Give your take-off sheet a name and then click save to confirm.
Now that we've got a take-off sheet on our quote we can now modify that and include line items under this take-off sheet.
Click on the icon on the left hand side of the take-off sheet to edit the items under this entry.
You can now see that you've got the same functionality that we had when we did our basic quote. You can now add a Line item under this take off sheet to add an item directly onto our quote. Let's add a new item.
This is similar to the item we added during our basic quote. Click Save to confirm and add this item onto the quote.
You will note you are now getting a summary of any material costs and hours added onto the job at the take-off level. Note these hours are being pulled from the Hrs value.
Additional takeoff sheets can be added onto the task by clicking on the 'Add Takeoff sheet' button again to give us an additional stage for our quote. We can follow the previous steps to add additional line items onto the quote. Don't forget to hit save after you've added the last item onto your quote.
Labour Break Up
In our basic quote we were only able to add labour onto the quote at one rate. In a detailed quote we can define how we want to add labour onto the task. By default we don't have any work types added onto the job so we're going to add some.
Click on the 'Add Worktype' button to go into your list of worktypes.
We can add new work types onto the quote by clicking on the 'Add' tick box. If you click on the 'Standard' tick box as well then this work type will be added by default onto any future quotes created. It important to note that we can also update the quoted rate for the different types of work types here also. This will only affect this quote and will return to normal for your next quote.
Click Save, once you've added the work types you want onto the quote.
Any work types that you've added will now appear on your quote sheet. Any labour added onto the quote will be listed against the first item in the list. However can easily change this by adding hours onto the second or third lines. Note that the system automatically adjusts the first line.
The final difference between a basic and a detailed sheet is allowance. An Allowance is an additional charge that needs to be added onto the quote to cover an additional fee. This is normally done when the fee is commonly applied to invoices or is dependent upon the size of the quote.
Click on 'Add Allowance' to go into the editor.
We can now add in an allowance. AroFlo will remember what allowances have been added previous so you won't need to repeat your data entry for commonly used allowances. For this module we're going to use the below entry.
Allowance – 'AWAY'Description – 'Living Away from Home'Unit Rate – '50'Unit – 'Man Days'
This is going to create a living away from home allowance that can be used. If you already have values around a living away from home allowance you may want to change the unit rate to match your current rate.
Click on the 'Add' Tickbox to add this allowance onto the job.
Duration Weeks – This value indicates that the unit rate for this allowance will be applied to the quote for each week.
Duration Months – This value indicates that the unit rate this allowance will be applied for each month to the quote.
Per Job – This value indicates that this value is a once off allowance only added once the quote.
As you add more time onto your quote these values on the left hand side of the quote will update.
The three differences discussed are the only differences between a basic quote and detailed quote. A Detailed quote will function in an identical way with the other areas of AroFlo.
This concludes this Training Module. If you have any further questions or queries please don't hesitate to contact your AroFlo Support Staff to resolve them.