Detailed quotes are designed for large scale works that span a number of weeks. This type of quote allows you to break down work activities into take-off sheets (such as stages), which can easily be converted to a project once the work has been awarded.
The key features of detailed quotes include:
A duration tool which assists in calculating an expected duration of the task
The ability to add allowances such as site allowances or living away from home
The ability to use different labour rates and allocate labour by hours or percentages.
Create a detailed quote
A detailed quote is created in the same manner as a 'simple' quote via the Create menu.
To create different sections or stages for your quote, click Add Takeoff Sheet and label each takeoff sheet for this quote.
What is a Takeoff Sheet?
A 'Takeoff Sheet' is used to breakdown a large job into specific part(s) or phases. For example, takeoff sheets could be the levels of a building (Basement, Level 1, Level 2) or the phases of a renovation such as foundations, external, internal, etc. When a detailed quote is converted to aproject, the takeoff sheets are used to created the stages within the project.
Click the folder icon located on the left side of the first takeoff sheet.
Add line items for parts or materials using one of the following methods:
Select 'This Quote' to add items already on the current quote and duplicate them. See Import from this quote, below.
Add Option Group - allows you to list various pricing options in a separate group on the quote.
Bulk Import - allows you to import line items from a .CSV or .XLS file.
Supplier Catalogues- (requires configuration) allows you to select items directly from a supported supplier's online catalogue.
Enter the total labour time associated with each line item into the Hrs field.
Once all items and labour have been added, click Save.
The headers at the top of each Takeoff Sheet contain information about the values of each one. Hover over the blue tooltip to find out more, including calculations based on your takeoffs.
Total Material Cost
Total cost of materials excluding markup (Qty x value)
Total Labour Cost
Total cost of labour, excluding markup.
Total Labour Hours
Total number of labour hours, excluding labour type items.
Total value including material cost, labour cost and markup of line items, combined with quote level markups.
Total value minus actual cost as a dollar value.
Gross Profit Margin
Total value minus actual cost as a percentage.
Import from this quote
If you want to duplicate a takeoff sheet or items within the same quote, use the 'This Quote' option from the Multi-Search. Using this method, you can duplicate a whole takeoff sheet and then change the quantity of items and/or add extra items to the takeoff if necessary.
You must save the quote first before adding any items from it.
Click Multi-Search > This Quote,
Which Multi-Search option?
To import the items into a takeoff, use the Multi-Search on that takeoff.
To import the items as a separate takeoff, scroll to the bottom of the takeoffs and use the Multi-Search there and edit the name of the takeoff if necessary.
Click the (plus icon) to open the takeoffs/items from the current quote
Double click entries from the list to add them to your takeoff, or a new takeoff, as mentioned above.
Import whole quote
To import all items currently on the quote, including takeoffs, make sure to use the Multi-Search > This Quote at the end of all the takeoffs and double click the whole quote, as opposed to selecting takeoffs/items.
Import from quote history
Once you have a few quotes in the system, you can create quotes faster by importing individual takeoff sheets (including line items), or an entire detailed quote.
Click Multi-Search > Quote History (Detailed).
Use the search boxes at the top, or scroll to find the quote you need.
To import an entire quote, double-click the quote name.
To import individual takeoff sheets (including line items), click the (plus icon) to expand the quote, then double-click the takeoff name.
Calculate the duration of the job
The Duration section is used to calculate how long the job will take based on the number of resources and total hours worked per week.
Enter the number of standard working hours per week.
Calculated total labour hours on the quote.
Enter the number of resources you have allocated towards the work.
Calculated total hours on the quote divided into days.
Calculated total days based on the total hours on the quote and the total number of resources.
As above, displayed in weeks.
As above, displayed in months.
Allowances are any additional fees or charges that are calculated based on either the quoted labour hours or duration of the job (e.g. Height and Site Allowances, Site Inspections).
Create a new allowance type
Click Add Allowance.
Enter the name, description, and cost.
Select the appropriate calculation method.
The calculation methods refer to the figures within the Duration tableon the bottom of the detailed quote.
Add an existing allowance
To add an existing allowance to this quote only:
Click Add Allowance.
Under Quote Rate, select the Add checkbox.
You can automate certain allowances to appear on future quotes by selecting the 'Standard' checkbox.
Click Quote to return to the quote worksheet.
Select the appropriate Allowance Tax Code.
Use multiple labour charge rates
Detailed quotes allow you to allocate labour hours to different work types (charge out rates) that may apply.
To add a Work Type to this quote only:
Click Add Work Type.
Adjust the Quote Rate as required.
Select the Include on Quote checkbox.
You can automate certain work types to appear on future quotes by selecting the 'Standard' checkbox.
To allocate the total quote hours across different work types:
Enter the estimated % Allocated against each work type that will apply to the duration of the task.
Alternatively, you can allocate a quantity (Qty) of hours against each work type.
Click Calculate to update the labour hours and value.
Detailed quotes can be marked up in the same manner as a simple quote. At the bottom of the quote screen, you can see greater detail on your cost mark-ups and final quoted values by clicking the More Detail button.
The Total Profit Margin automatically calculates the profit percentage, profit value and profit value per hour. This is the difference between actual cost and total sell:
Total Profit Margin
[Quote Total Ex] - [Actual Cost] / [Quote Total Ex] * 100
Why is the markup different to the margin?
The difference between markups and margins is based on accounting.
A markup shows how much more your selling price is than the amount the item costs you.
A margin shows the revenueyou make after payingCOGS.
See a working example...
You quote an extraction fan for $200 (Revenue). The fan costs you $150 in material and labour (COGS).
Your gross profit is Revenue - COGS. This is $200 - $150 = $50 Gross Profit.
The Markup is Gross Profit / COGS. This is $50 / $150 = 0.33. So x100 = 33%
The Margin is Gross Profit / Revenue. This is $50 / $200 = 0.25. So x100 = 25%
Once you've finished the quote, it is ready to issue to your customer using an appropriate quote layout. The quote status can then be updated to 'Pending Approval' so you can follow it up at a later date.