Quotes, Estimates and Leads - FAQs
- What's the difference between a quote and an estimate?
- I've accepted a quote, the job has been created, but I need to change the quote.
- Can I have more than one quote on a job?
- How would I handle a variation or a change request?
- Can I link my quote to an existing Job?
- Can I link an existing quote to a lead?
- Can I create a Lead from an existing quote?
- Should I break a job into several quotes or manage multiple quotes on one job?
- How can I create a quote if I don't know what cost items will be used in completing the job?
- How do I account for time spent on a lead?
A quote is usually for the amount that you would charge your client; an estimate gives more flexibility to charge on the actual time and costs.
In WorkflowMax the only difference between a quote and an estimate is the name, and whether you bill the client for a quoted amount or for actual time and costs.
An estimate is the service provider’s calculation of what the work is likely to cost based on past experience. The service provider is not legally bound by the estimate. However, customers should be able to rely on estimates as being a reasonable idea of what the work will cost.
A quote is a contractually agreed amount that the client will be invoiced for on the completion of the contractually agreed services detailed in the quote.
Unlike an estimate, when you accept a quote there is a legally binding contract in place for the service provider to do the specified work at that price, unless variations to the original quote are also agreed to.
As far as WorkflowMax is concerned, quotes and estimates are treated in an identical manner from a financial recording and reporting perspective.
The only difference is that the word ‘Quote’ will appear on quotes, and the word ‘Estimate’ will appear on estimates.
You can also use a ‘for-internal-use-only’ estimate as a budget of what a job is expected to cost, and what it will be invoiced out for.
Go into the Financial tab of the job.
Select New Quote (or Estimate) on the left hand side. This will copy all the job's currently existing tasks and costs into the new quote.
These tasks and costs may be different from what was originally copied into the job from the quote that the job is based on.
Modify the quote as you require, then Issue and Accept it.
The latest accepted quote will become the master quote on the job. All new invoices (based on quoted/estimated value) you generate on the job will refer back to the master quote.
Yes you can. But if you create multiple quotes on the job then it is only the latest accepted quote (the so-called "master quote") that will be referred to when creating an invoice based on the quoted value.
If you have a variation on the job or a change request, your options are:
1. Create a brand new job, with a separate quote.
Creating a new job and quote provides more visibility than adding variations to an existing quote, and allows you to invoice jobs independently or together.
This video suggests selecting the contact person for the client, we recommend that you leave the contact blank unless you have set up a common contact person on each job.
Start by adding a custom field called Project Id (or similar) to the job and enter a common Project Id value on the original job and any subsequent variation jobs.
Then use the report builder to create a custom report using the Job Report Type. When you run the report, use the custom Project Id field to select jobs with a matching Project Id value.
2. Update the existing quote with the added variations
To update the job's existing quote to include variations:
- On the job's Financial tab, select New Quote. This will create a new quote by copying tasks and costs from the job.
- Add variations or change the scope of the quote.
Make sure that you keep original quote details and just change or add to them, as, once accepted, this will become the new master quote that will be used for invoicing this job.
Consider using LabelsIn WorkflowMax tasks, a label allows you to use the same task multiple times. The label is automatically appended to the task name. For example, in a specific job, designs are required for a brochure, flyer and a handbook. So, a label can be used to identify the Design task for each item: "Design - Brochure", "Design - Flyer" and "Design - Handbook". on your tasks to reflect 'variation XX' so each variation can be easily identified. If applicable, include 'variation XX' in cost item descriptions as well.
Consider creating a Job folder for each variation. Job folders essentially create a view of a subset of the job, letting you view and report on each variation.
- Issue & Accept the quote.
No, it isn't possible to link a quote to an existing job. You will have to cancel the quote and create a new quote from the Financial tab from within the Job. When you accept the new quote it will become the master quote, updating the job with any new details in the quote.
Yes you can. From the Lead, select Options to the left of the screen, and select Add existing quote(s). You can also create a new Lead from an existing quote. From within the Quote, select Options on the left of the screen, and select Create Lead from Quote.
Yes, you can. From the Quote Manager menu, and from within the Quote, from the Options on the left of the screen select Create Lead from Quote.
If a job is underway and the client requests further work or changes to the original quote, is it best to redo the quote, or create a new one? Well, that depends.
You can create a new quote from the Financial tab on the job. This will pull through all the current detail on the job and put it into a new quote, with a new number. You can then edit the original items or add new items. When the quote is accepted the detail will update the job, and become the job's master quote.
If the new work could be considered a separate project, then it is better to create a new quote from scratch, and therefore a new job (when the quote is accepted). You can then create a single invoice for the client in the Invoice Manager. When you select the client and the Job Invoice option, you will get a list of jobs that are available to invoice. Selecting multiple jobs at this stage will put them on the same invoice.
You could also create a "custom field" for the jobs, and in any subsequent jobs you could add a reference to the original job number. That way you could add this reference manually to the invoice, or create a report for jobs where the "Master Job" field = the original job number. Please refer to the documentation on Custom Fields for detailed instructions on how to do this.
Set up various non-specific costs at a quote stage and estimate the cost, then as you add costs to the job you enter in the name of the non-specific item rather than the actual invoice detail. For instance take a construction job, you might have the cost items of footings, framing and roofing. When you get an invoice for concrete, you would enter Footings as the description and then use the notes to detail out what the cost item is. This way you can look at your financial summary report at any point to show Estimated costs vs Actual costs on a job and also refine your quoting process on future jobs.
There isn't any way to track time directly against a lead. The only place you can track time is against a job.
There are two options to recording sales or pre-sales time:
- Record this time at a company level, on an internal job with non-billable tasks. The total time spent on sales activities along with any costs such as expenses and advertising can be recorded against this internal job too.
- Record this time at the Job level in order to account for it at the job costing level and ensure your costs are recovered in the costing of each job.
- Create a job (ensure you have a non-chargeable task on the job called "Business Development" or similar).
- Create a quote for the job from the Financial tab of the job itself (not the main Quote Manager).
- Create a new lead for the client you set up the job for above.
- In the Options button of the Lead select Add Quote to Lead and choose the quote you created in 2. above.
- Add time to the Business Development task as normal.
- When the lead is Won, Accept the quote from the Quote Manager menu. The lead will be marked as won, the quote will be marked as accepted, and the original job you set up will be updated with details of the accepted quote, whilst maintaining your time entered against the non-billable task. Then when you run the reports for that job it will take into account the cost of the time spent wining the Lead.