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Simple quotes allow you to quickly create a quote for a job or service and email it to your customer for approval. 

Key features and benefits of using simple quotes:

  • Save time by entering labour hours directly onto material line items.
  • Ability to use different work types for labour pricing.
  • Ability to include option groups and optional line items.

Create a simple quote

  1. Create the Quote
  2. Complete the Quote Worksheet:
    • Edit the Task Description and/or Quote Description (refer below for more information).
    • Add Notes, Documents, Images, Linked Tasks and/or Exclusions as appropriate.
    • Add line items or by using the Multi-Search function to select items from your inventory.
    • Labour can be added as a separate Labour (Lab) line item, or against each Material line item as a Unit Rate (UR, or the number of hours per unit).  If required, you can select a different work type for each Unit Rate labour entry. Refer to Labour for details.
  3. Save.

Task description

The task description is used when the quote is approved and becomes a job.

Quote description

The quote description is used for outlining the scope of the work being quoted.

This field is ideal when you have a large amount of information to include on the quote, but it may not be as relevant once the task is created.

Description templates

Both the Task and Quote Description can use any Description Templates you have set up in AroFlo.

Tabs

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Tab NameDescription
ChecklistChecklist items for quotes are listed. Learn how to set up checklist templates for Quotes.
Manual ChecklistChecklist which can be added in addition to the Quote/Task.
Notes

Any general information about the Quote/Task.

Documents & PhotosUpload documents and photos to the Quote.
AssetsLists any Assets linked to the Quote/Task.
ScheduleLists when this Quote/Task has been scheduled.
Exclusions

Text/HTML editor for listing any exclusions that form part of the quote. Once entered, click Save Exclusions before navigating away from this screen.

Use the Description Templates feature for quick entry of standard exclusions.

Supplier Quotes

Use this to easily create a Supplier Quote from this quote and view existing ones linked to the quote.

Linked TasksLink a related task to the Quote/Task.

Add line items

Quote line items are used to develop the pricing for your quote. Line items can be entered as either materials or labour, or labour can be entered on each material line by using the UR and Hours fields. Items can be entered individually or as part of an assembly.

Avoid under-quoting

Line items with a zero dollar value will be highlighted in red, making it easier to avoid under-quoting.

There are a number of ways to add quote line items:

See below for instructions on each option.

Reorder items

Use the (double ended arrow) and simply click and drag to reorder line items.

Ad-hoc Items

Ad-hoc line items allow you to enter your own description (up to 1000 characters including spaces) and value of the item. Generally used for materials not in your inventory or as a header to create a quote assembly.

Click Add Line Item and enter in the details manually.

For long item descriptions, a pop-up window will appear for text to be added/edited - simply click OK or anywhere outside of the pop-up window to update text.

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If you have more than three lines of text in your description and you expand the labour section on the right (i.e. the  icon is clicked), the Item field will reduce in size and a scroll bar will appear beside it. Click on the field to open it and update the text if you need to.

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Multi-Search menu

Click the Multi-Search menu to access the following options:

Multi-Search > Inventory allows you to add line items from your inventory list.

Use the filters at the top of the search box to locate the relevant inventory item, and enter a Quantity to add the item to your quote. Click X to close the Search Inventory window.

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Multi-Search > Quote History (Simple) allows you to add entire simple quotes or parts of previous quotes you've worked on.

Use the filters at the top of the search box to locate the relevant quote.

Double click the Quote name header to add the entire quote or click the icon to expand the quote and select individual items.

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Multi-Search > Quote History (Detailed) allows you to add entire detailed quotes or parts of previous quotes you've worked on.

Use the filters at the top of the search box to locate the relevant quote.

Double click the Quote name header to add the entire quote or click the icon to expand the quote and select individual items.

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Multi-Search > Assemblies allows you to add your pre-built assemblies to your quote.

Use the filters at the top of the search box to locate the relevant assembly.

Click Select Header to add the entire assembly or add individual items within an assembly by double clicking each item.

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Multi-Search > Task Specific List allows you to add multiple inventory items from a task-specific list.

Use the filters at the top of the search box to locate the relevant task list.

Click Select Header to add the entire task list or add individual items within an task list by double clicking each item.

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Multi-Search > SoR Lists allows you to quickly add multiple items from an SoR list.

Use the filters at the top of the search box to locate the relevant task list.

Click Select Header to add the entire SoR list or add individual items within an SoR list by double clicking each item.

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Multi-Search > SoR Items allows you to add SoR items from your inventory list.

Use the filters at the top of the search box to locate the relevant task list and double click each item to add to the quote.

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Multi-Search > Task Worksheet (This Task) allows you to add labour, material and/or expense items that were recorded on the Task before it was converted to a Quote, or, labour and expense items that were added to a quote during the actual creation of the quote.

Please note this option is only available when a quote is created from the Task via the Create Quote link on the Task screen, or if you've added labour or expense items during the quote creation process (e.g. time taken for a quote).

Click the icon to expand the task items to select individual items or double click the task name header to add all items to the current quote.

Material and expense items from the task are added as Material line items (Type = Mat). Labour items from the task are grouped by work type and added as a Labour line item (Type = Lab).

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Multi-Search > Task Worksheet (All) allows you to access the entire Task list and add labour, material and/or expense items from selected tasks.

Click the icon to expand the task items to select individual items or double click the task name header to add all items for the selected task to the current quote.

Material and expense items from the task are added as Material line items (Type = Mat). Labour items from the task are grouped by work type and added as a Labour line item (Type = Lab).

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Add Option Group

Group various pricing options by adding a quote option group.

Bulk Import

Use the Bulk Data Import tool to import quote line items.

Supplier Catalogues

The Supplier Catalogues menu allows you to access supplier online catalogues from within AroFlo and import items you've added to the 'cart' directly to your quote. For more information, please refer to our help guide for using supplier catalogues.

Ad-hoc assemblies

Assemblies are separate items grouped together to form a single 'item'.

Add an ad-hoc line item by clicking Add Line Item and enter a description.

Click the new  icon to the left of the line item.

To add items to your new Assembly, click on either Multi-Search, Supplier Catalogues, or Add Line Item.

Set the quantity of your Assembly header and AroFlo will calculate the total material and labour costs of all of the sub items.

Use Latest Inventory Pricing

If your inventory pricing has seen some fluctuations since the quote was originally built and you want the quote to reflect your latest pricing, click Use Latest Inventory Pricing, which will update your line items' costs based off your latest inventory pricing.

  • Pricing will reflect as tax inclusive or tax exclusive.
  • Items containing price levels will not be updated
  • SoR items will not be updated
  • Items added as part of an assembly or task-specific list will not be updated, however, if inventory items are added to either an assembly or an ad-hoc assembly, these items will be updated

  • Any UR changes made on the item (using detailed pricing) will not be updated.

Once you click Use Latest Inventory Pricing, AroFlo will run a quick check to see which of your items are affected.

If applicable, click Highlight Affected Items if you want to highlight the items which have since changed in price. Otherwise, click Confirm Update.


This will highlight the items which have had their prices changed since the quote was last saved.

To preview an updated price, hover over a price field.

If you're happy with the pricing updates, click Use Latest Inventory Pricing again and then Confirm Update.


Labour

Labour can be added to the material item in UR/Hrs, or by Work Type, or as an overall Labour Item.

To the right of each line item you can enter the time taken to install each material item in the UR (Unit Rate) field, or the Hrs (Total Hours) field. The labour component of the quote appears in the totals section at the bottom of the quote.

For example:

You add a "GPO Standard" item to your quote with a quantity of 4. It usually takes half an hour to install each GPO. Entering 0.5 into the UR field will then calculate the total labour (Hrs) for the four "Double GPOs" as 2 hours (4 * 0.5 = 2).

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You can also set individual Work Types against line items by clicking the  icon beside the Hrs heading.

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This feature allows for greater pricing control over your quoted labour per line item. You'll also notice there is no Labour Rate in the Totals section as it is now controlled on the line item.

You can add labour as a single line item by changing the Type drop down to Lab, set the Qty (in hours) and the Value charged per hour.

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Quote Totals

The Quote Totals area of the quote displays the current totals, allows you to set overall mark-ups and see what your overall profit for this quote would be.

Overall markups

Part of the final stage of quoting is setting your final mark-ups to your costing. AroFlo provides individual mark-ups for the labour and material totals as well as an overall quote mark-up.

Total profit margin

At the bottom of the Quote Totals area, you'll find an item called Total Profit Margin. This is the difference between actual cost and total sell.

Total Profit Margin
[Quote Total Ex] - [Actual Cost] / [Quote Total Ex] * 100


Finalising the quote

Once you've finished building the quote, it is ready for issue to your customer using an appropriate layout. The quote status can then be updated to "Pending Approval" so you can follow it up at a later date. Refer to the Track Quote Status page for full details.

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Feature access

Parts of this feature are included in AroFlo Go.

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