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Add or edit costs on a quote or estimate

  • Updated

You can add or edit costs on draft quotes or estimates only. allows you to add costs one at a time or multiple costs at a time. Adding costs one at a time provides more options for the initial settings for each cost.

Add costs

Add a single cost

To add a single cost to a quote or estimate:

  1. If required, navigate to the quote or estimate details screen:
    1. In the Business menu, select Quotes.
    2. On the Quotes screen, Draft tile, drill down on quote number of the draft quote or estimate you want to work with.
  2. On the quote or estimate details screen, do one of the following:
    • Under the Costs section, click + Add a cost.
    • On the Phases tab, Costs section, click + Add a cost (use this option if you have phases on your quote or estimate).
  3. In the Add New Cost dialog, fill in the details of the cost. For details of what each field is for, see the Data fields reference section below.
  4. Save your changes. 

Add multiple costs at once

If you have phases on your quote or estimate, you can add multiple costs to your quote or estimate then open the Phases tab then drag and drop each cost into a specific phase, if you wish.

To add multiple costs to a quote or estimate:

  1. In the Business menu, select Quotes.
  2. Drill down on the quote number of the draft quote or estimate you wish to add costs to.
  3. On the quote or estimate details screen, under the Costs section, click + Add Multiple Costs.

    The Add Multiple Costs button is available only if you have no more than 1500 cost items on file.

  4. On the Adding Multiple Costs screen, select a cost item to include. The items listed are cost items stored in the Cost Admin database (settings-icon.png > General Settings > Costs).

  5. For the selected cost item, add its quantity and unit cost.

    • Data fields reference
      Field Description
      Quantity The number of items to include in the quote.
      Unit Cost The unit cost of each item.
      Phase A phase to associate the cost with. If you are using phases, you can assign the cost to the required phase.
      Billable This checkbox indicates if the costs for the item are to be included in the quote. If the checkbox is deselected, the item quantity, cost and price details are included in the quote, but with a zero total cost.
  6. Repeat Steps 2–3 to include as many costs as required in the quote.
  7. Save your changes. The cost information is added to the current draft quote.

Edit costs

To edit a cost in a quote or estimate:

  1. In the Business menu, select Quotes.
  2. Drill down on the Quote number of the draft quote or estimate you want to edit costs for.
  3. On the quote or estimate details screen, drill down on the name of the cost you wish to edit. If you have phases on the quote or estimate, you may need to open the phase to see the costs it contains.
  4. In the Edit cost dialog, add or change any information as required. For details of what each field is for, see the Data fields reference section below.
  5. Save your changes. 

Data fields reference

Field Description
Cost

Description of the item whose cost is to be included in the quote. The text you type is matched against the cost items, stored in the Cost Admin database (Business > Settings > Costs), so that you can select one of these items if you wish.

Alternatively, you can just type in the name of a new cost item, and click Create "<new cost name>" at the bottom of the cost drop-down list. The cost is added to the quote but not to the Cost Admin database.
Unit cost

The cost per item. This is what the item cost you to purchase, excluding tax.
Unit price

The price of each item based on the Unit Cost and the markup. It is calculated automatically if you have a markup % set in your Organisation Settings > Cost > Markup %. However you can override the Markup % by specifying a different value in the Calculate Markup dialog, or by typing a value directly into the Unit Price field.
Quantity

Number of items to include in the quote.
Phase

A phase to associate the cost with. Phases allow you to organise your job tasks, timesheets, costs, notes or documents into logical groups for costing, reporting and management purposes, providing you with greater visibility and context.
Supplier

The name of the supplier for this cost item. Select from the drop-down list, as required.
Type

The type of cost item.

  • Stock: a physical inventory item you receive from a supplier. Selecting Stock adds a step for receiving physical items in the purchase order process.
  • Service: a non-tangible offering such as contractor fees, a service charge or freight charge.
Cost Code

A reference code for the cost item, if applicable. This is the manufacturer's or supplier's reference code.
Billable

This switch indicates if the costs for the item are to be included in the job. If the switch is OFF toggle-off.png, the item quantity, cost and price details are included in the job, but with a zero total cost.
Optional

Indicates if the cost is an optional toggle-on-green.png part of the quote or not toggle-off.png. When you accept the quote or estimate, you can indicate if your client has chosen to accept each optional cost along with the rest of the quote or estimate.

You can also change the optional status of a cost on the quote or estimate details screen (under the Optional column), if you wish.
Tax

The tax name and rate to apply to the quote. If you have a second tax rate set up in your Organisation Settings > Financial settings, both rates are shown. Select the required rate.
Cost Notes

Any comments or notes relating to the item.

 

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