Adding Line Items to a quote

Learn how to add line items to a quote in AroFlo

Updated on March 4th, 2024

Quote line items are used to develop the pricing for your quote. Line items can be entered as either materials or labor, or labor 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.

Learn about the line item fields

Field Description

(Double-ended arrow)

Move the line item up or down in the list of line items.

 

(Convert Ad-Hoc to Assembly)

Click this icon to create an assembly of items under a header row.
Item Enter the primary identifier of the item, e.g. the item name.

 

(Set as Optional / Remove Optional)

Enables a checkbox that can be used to indicate that the line item is optional.

Optional items are not included in the Quote Total until they are selected (i.e. the checkbox is ticked).

 

See the section Setting Line Items as Optional for more information.

Part No

Enter the preferred supplier's part number, or assign your own.

 

If you add your line items by using the Multi-Search Menu or Supplier Catalogue options, the part numbers from your inventory (or from your supplier's catalog) will be auto-populated in this field.

Qty Enter the quantity of items.
Type (Material or Labour) Select either MAT (material) or LAB (labor) to indicate what type of line item this is.
Value Enter the item cost.
Markup Enter the markup percentage.
Sell

An auto-calculated field that represents the product of Value x Markup for a single unit of the item.

 

You can change the value in this field and AroFlo will automatically update the Markup %.

Total An auto-calculated field that represents the product of Qty x Sell.
Tax Select from the default values of GST or FRE, or from any additional tax codes that have been set up for your business.
Tracking Centre Select the relevant tracking center for the line item.
UR (Unit Rate) This is a way of charging for labor on a material item. See Detailed Pricing for more information.
Hrs The tally of the Unit Rate x Quantity of a material item.

Delete line item.
 
 

Avoid under-quoting

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

 

Line Item Options

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.
 

Tax-inclusive prices
By default, unit prices are treated as tax-exclusive. If you want to use tax-inclusive pricing, click the Tax Inc checkbox located underneath the line items area before entering prices.

 

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 (see Ad-hoc assemblies).

Click Add Line Item and enter in the details manually.

Long item descriptions

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.

If you have more than three lines of text in your description and you expand the labor 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.
 
 
 
 

Multi-Search menu

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

Inventory

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.

 
 

Quote History (Simple)

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 (plus) icon to expand the quote and select individual items.

 
 

Quote History (Detailed)

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 (plus) icon to expand the quote and select individual items.

 
 

Assemblies

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.

 
 

Task Specific Lists

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 a task list by double-clicking each item.

 
 

SoR Lists

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.

 
 

SoR Items

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.

 
 

Task Worksheet (This Task)

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

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 labor or expense items during the quote creation process (e.g. time taken for a quote).

 

Click the (plus) 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). Labor items from the task are grouped by work type and added as a Labour line item (Type = Lab).

 
 

Task Worksheet (All)

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

Click the (plus) 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). Labor items from the task are grouped by work type and added as a Labour line item (Type = Lab).

 
 
 
 

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 catalogs 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 catalogs.

 
 

Ad-hoc assemblies

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

1 - Click Add Line Item

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

 
 

2 - Click new icon

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

 
 

3 - Add items

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

 
 

4 - Set quantity of header

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

 
 
 
 

 

Quoting in Linear Measures

You can quote for a service or item in m2 (squared), lineal metres or m3 (cubed) to accommodate for jobs like painting a room or fencing a property.

To quote in linear measures:

  1. Click the measurement calculator button on the line item closest to the quantity field.
  2. Choose your measurement type to match the space you're measuring using the dropdown. The default is Rectangle.

    Available measurement types

    Measurement types Measurement Use Case
    Rectangle Width/Length Painting a room.
    Square Length Fencing the perimeter of a property.
    Triangle A/B/C Tiling a nonstandard-shaped bathroom.
    Right Triangle Height/Base Installing wall-mounted cabinets in a nook.
    Circle Diameter Calculating the cost to clean a tank.
     
     
  3. Enter a measurement that you have taken in the relevant fields. The total calculation to the right will increase as you do this.
  4. Click Add New Measurement to add another line or Done to close the calculator and continue with your quote.

When you click Done, if you've changed any of the numbers of the measurement or the measurement type (like changing metre to cm), a prompt confirming you want to change the unit type/value for the line item will appear. Click Update Unit Type/Update to continue.

 

 

Other Linear Measure Calculator Options

Option Function

(Duplicate)
Click to add a new measurement line in the calculator with the same values as above it.

(Delete)
Click to delete the measurement line.

(Add Group)

When you click Add Group, this creates a new group of measurements. This would be useful for breaking up a quote that might be for several rooms of a house or fencing on different parts of a property while maintaining a single line item.

Click the field above the measurements in each group that reads ‘Group’  to enter a name. Then proceed from Step 2 above to complete more calculations.

Groups can also be deleted or duplicated using the menu button (), located next to the group name.

Delete All

Delete all calculations. You'll be prompted to confirm this action as it cannot be reversed.

View Measurements on a Layout

  • To make it easier to start using linear measurements on quotes and showing these measurements to your clients, we've made a standard layout called Itemised (Measurements). See Standard Layouts for more information.
  • Alternatively, if you're using custom layouts, be sure to add the [Measurements] column to your table.
  • Using RTFs? We also have some pre-built Quote Example RTFs with measurement options. See Pre-built RTF Templates.
 

 

Setting Line Items as Optional

You can set a single line item as optional, an ad-hoc assembly, or just the items inside the assembly using the following method.

  1. Click the down arrow to the right of the item description of the line item.
  2. Click Set as Optional.
  3. Set the behavior of this item using the newly added checkbox to the left of the item name:
    1. Leaving the checkbox unticked allows you to show the line item with an optional prefix in the table of your printed layout.
    2. Clicking this checkbox adds the total of the optional item to the Quote Total and removes the optional prefix.

Remove optional
Click the arrow again and Remove Optional if you'd like to convert the item back.

 

For the optional prefix to appear on your layout, you must have the correct element in your table such as Item - Optional Prefix.

 

See Quote Option Groups for information on grouping pricing options.

 

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.

Things to note when using this feature

  • 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.

Highlight Affected Items

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.

 
 

The next step is to add labor and expenses