If Quoting is enabled, when adding parts and/or labour items to a Job, you will have the option to mark the items 'for quote'. Quotable items can then be used to create instant PDF quotes, for emailing to Clients.
Your 'actuals' (actual time spent on the Job, and parts used) can then be subsequently recorded against, or in addition to, the quoted items, and any combination of quoted or actual items selected for final invoicing. The transparency gained by recording both quoted items and actuals can also help with accurate Job costing, as you can see which Staff or Jobs were misquoted.
Tip: To enable Quoting, go to Settings > Company Account, then click the Extra Features tab from the sidebar. Tick 'Enable Quote Parts and Labour'.
Quoting on the Job
Touch a Job from Job list to view the Job details. Click on the Charges tab, then the "+" icon.
1. Adding Parts or Charge items
Once you have selected "+" you can add either a Part, or a Charge. To generate a quote for a Client, items must be marked as Quote, see type in the image below.
You can also set a Job Timer but note this can only be used for actuals, not quoted items.
Note: Items will be marked as 'Quote' by default, and also as 'Billable'. These are the most commonly used options.
Adding multiple labour or parts items in one go, as mentioned below, means the settings of Quote/Actual and Billable (Y/N) will be applied to all items added in that batch. However, if multiple items are added, attachments and notes cannot currently be added. Attachments and notes in Parts/Labour can only be added to single items.
2. Adding a Charge
From the Charge tab, click Rate. The options given on the next panel will be what has been set up as available charges for this Staff role in Company Settings. Select a rate, then the hours for that rate. If required at this time, repeat the process to also add further labour charges. When done, click back to Parts/Labour.
Important: If charge rates have not been set already this should be done before charges are added to Jobs. See Staff Charge Rates for more details.
3. Adding Parts
From the Parts tab, you can either fill in the top 3 fields manually or click on the magnifying glass icon to bring up a list of parts that have been set up previously. The list will have been set up by the account administrator, either through manual entry or CSV import.
Select a part, then choose the quantity, and continue in that fashion until done. If you have a long list of parts you can use the Search function at the top. When done, click back to Parts/Labour.
Important: If Parts have not been set up already this should be done at the earliest opportunity.
Note: Some businesses prefer to add Parts in a basic way by just adding summary information and charges, particularly if they have no full detailed inventory present. This choice is of course down to the requirements of your business. But to get the full benefits of GeoServices profitability reporting you’d obviously need to add full items, with associated costs etc.
4. Amending and deleting items
If you have made an error, from your Charges list click the item you wish to amend or delete. The next panel is where you would usually add actuals against a quoted item if required. However, you can also now click the item again to fully edit it, delete it via the red button, or add notes and attachments. See Adding Files and Notes to Jobs for further details.
5. Creating and sending quotes
Once you've added any Parts or Charges you wish to quote for simply hit the "+" button in the charges tab then choose the Email PDF option and select Quote, you then have the option to send the Quote to the customer or to yourself if needed.
Once sent, it will also show on the Notes tab of the Job record.
Tip: If you need to get Client approval on the quote, simply click the + icon from the Notes tab and choose Signature. Or you could make an audio recording of their approval, or even take a picture! It’s up to you.