Creating a quote or estimate

Routes to building a quote or estimate

Quoting and estimating can be an important part of the sales workflow where a customer has requested that they be given either a fixed price quote or an estimate before works begins. There are three routes to producing a quote:

  1. Where no Field Team Member is sent, and a quote or estimate is built by the office team directly.
  2. Where a Field Team Member visits the customer and provides a quote or estimate to the office via phone or email, and the office team build the quote or estimate themselves.
  3. Where a Field Team Member visits the customer and they use their FieldNet portal to create the quote before submitting it to the office for final formatting and mark-up to be added.

Flobot handles as much of the process as it can based on which route you’ve decided to take, and will moves the order on where possible.

In scenarios 1 and 2 above, you’ll need to start your quote from scratch by going to the order overview page and selecting the quotes tab. You’ll now see the Quote summary box which will contain a list if all quotes associated with that quote. Click the ‘Plus’ symbol on the row to create a new quote against that order. You can skip the next section and jump straight to ‘Summary’  if you’re creating the quote yourself.

From the view order screen you need to allocate a Field Team Member to visit the customer by creating an appointment and telling Flobot that it’s a visit to ‘Quote or estimate’ when selecting the charging schedule as shown in the picture below.

Creating a quote or estimate appointment

 

It’s important to make sure you select this type of appointment because Flobot will move the order to the relevant stage based on the type of appointment you’ve created. If you tell Flobot that your Field Team Member is going to do the work on this appointment, your Field Team Member won’t be able to create a quote because the order will be at the wrong stage. Selecting ‘Quote or appointment’ from the charging schedule allows Flobot to manage the quoting process for you via these extra order stages:

Stage 3 – Appointment to estimate or quote
Stage 4 – Quote or estimate completed by Field Team Member
Stage 5 – Quote submitted to customer
Stage 6 – Quote accepted by customer
Stage 7 – Deposit paid by customer

There’s also a special stage (Stage 12) for orders  where the customer has rejected your quote or estimate.

Once your Field Team Member has been assigned to the job, you’ll need to wait for them to complete a quote in FieldNet and submit it to you before continuing.Once you’ve been notified that your Field Team Member has completed a quote (either by email or through the Flobot order stage process) you’re ready to start editing it.

Preparing your quote after submission by your Field Team Member

Quotes that are associated with an order will appear in the ‘Quotes section’ of the order overview page where you’ll see a brief Quote summary of that quote. Once you’ve received your quote or estimate from your Field Team Member, you’ll probably want to make it ready to issue to your customer by editing it, tidying it up, spell checking it, adding notes and most importantly, adding your mark-up. To get started, from the dropdown, select ‘View’ or click on the quote number to show a summary of the quote. For an understanding of the quote overview page, visit our Knowledge Base article ‘Understanding the quote overview page’

Summary

Editing the quote summary

First things first – check that you’re happy with the summary of the job and the estimated time to complete – you might want to change it to make it more snappy or more concise. Remember, this is simply the ‘title’ of your project, and you can get more creative when it comes to editing your descriptions later on. The estimated time to complete is a guideline figure for how long you (or your FTM) thinks it will take to complete the work. You may wish to add explanatory notes in your ‘Further information’ section if you feel you need to clarify exactly what this figure means.

Itemisation

The Flobot quoting tool makes working out the price of your quote a breeze, by guiding you through every piece of information required and calculating the price of each line for you. If your Field Team Member has completed the quote, you can edit their itemisation lines – they will only be able to add cost prices, and not markups, which you must add before issuing to your customer.  To edit a row or add a markup, click the dropdown next to the line and select ‘Edit’. To add a line to your quote click on the ‘Plus’ symbol in the row header, and you’ll see the itemisation for appear:

Adding an itemised line to your quote

Adding an itemised line to your quote

  1. Type of entry – This can be Labour, Fixed Price, Materials, Congestion Charge, Parking, Other Charges, Waste disposal or Discount. If you select Labour, the form will reveal ‘Days’ and ‘Persons’ fields. Any other selection will show ‘Quantity’
  2. Quantity – This field will be shown as long as your selection is not ‘Labour’. You can enter a value directly into this box, or use the stepper buttons to go up and down.
  3. Persons (Labour only) – If you’ve selected a ‘Labour’ entry type, you’ll be asked to enter how many persons you’d like to quote for. If you have people performing different roles on the job, it’s better to itemise each of these rows separately as it gives you greater control to charge different prices for different skills.
  4. Days –  (Labour only) – If you’ve selected a ‘Labour’ entry type, you’ll be asked to enter how many days your Field Team Member will be there. You can either enter whole days, or type in decimal to get part days (e.g enter 0.25 for a quarter day, 0.5 for a half day)
  5. Description / Details – Enter the description of this line (e.g. for a labour item you might want to put ‘Gas Safe Engineer’ or for a materials item ‘Galvanised steel screws’)
  6. Supplier – this dropdown lets you select who’s supplying the materials, either your company or the Field Team Member if they’re a subcontractor. It doesn’t affect any pricing on the quote but when you’re ready to fulfil the quote it’s a useful way of knowing exactly who’s ordering what on the job. Moving your cursor over the ‘Total cost to business Subtotal’ figure, you’ll be able to see a summary of the cost breakdown (see ‘Understanding the pricing summary’ section below for an expla
  7. Cost each (or Rate Per Person Per day for labour entries) – the individual price for this line item. Flobot will calculate the total cost to the business by multiplying this figure by the quantity. If it’s a labour entry, this column will show ‘Rate PPPD’ and you should enter the day rate for that single resource. The number of persons will be multiplied by the Rate PPPD and then multiplied by the number of days to get the total cost to the business.
  8. Add markup slider – you can use the slider to add your profit or markup onto your cost price, or you can simply enter it directly into one of the next two boxes.
  9. Markup % – you can enter your markup percentage in this box, which will automatically calculate the ‘Markup Each’ figure.
  10. Markup each – you can enter your markup value into this box, which will automatically calculate the ‘Markup percentage’ figure.
  11.  Item charge – this is the total cost for that line to your customer. If you’re a VAT registered business this is the net cost – VAT will automatically be added in your summary.

The picture below shows detailed itemisation for a Boiler Installation Quote

An example of a detailed Boiler Installation quote

An example of a detailed Boiler Installation quote

When itemising your quote you can add as many lines as you feel is necessary and be as detailed as you wish. Alternatively, you can simply use the quoting tool to summarise your lines, so for example if you’re using a number of persons on the job and the total labour will be £1000, you can simply enter ‘Labour’ into the description and £1000 into the cost – the choice is yours. You’ll also note that you may specify that you require a deposit from the customer and this is shown in the last row. You can set the rate of this deposit anywhere from 0% to 100% by clicking on the ‘Options’ dropdown and selecting ‘Edit’.

Understanding the pricing summary
The quote pricing summary

The quote pricing summary

  1. Total net cost of all supplies to the business
  2. Percentage markup on the whole net quote
  3. The net markup value on this quote (net profit)
  4. The net cost to the customer
  5. The total VAT to be added to the quote (VAT registered businesses only
  6. The gross markup percentage when VAT is added to the total quote
  7. The net markup value on this quote (net profit)
  8. The total retail price to the customer including VAT where applicable
  9. Deposit required from customer

If you move your cursor over the ‘Total cost to business Subtotal’ figure (1), you’ll be able to see a summary of the cost breakdown:

Quote cost breakdown

Quote cost breakdown

 Description of work proposed

This section uses the Flobot Content Editor. For a detailed guide on how you can use the editor, see our Knowledge Base article ‘Flobot Content Editor’ This a full description of the work your propose to undertake for the price. As this will usually constitute a contractual commitment if the quote is accepted, you should be as thorough and detailed as possible when you’re building your quote description. For maximum impact and so that your quote stands out, be as creative as possible here by adding pictures and separating your content into sections so it’s easy to read. Here’s an example of a description which is being edited:

Editing the quote description

Editing the quote description

Further details

This section uses the Flobot Content Editor. For a detailed guide on how you can use the editor, see our Knowledge Base article ‘Flobot Content Editor’. This is where you can add further information that doesn’t form part of the quote, such as details on parking permits, special offers or warranty information.

Previewing and sending your quote

Once you’re happy that the quote is complete, go to the top of the page and select the options menu, then select ‘Preview quote’. You’ll now see an email address box which will be pre-filled with the account owner’s email address, and this may be overtyped to change the email address. If you enter your cursor into the ‘To’ box, you’ll see a further option which will ask if you wish to change the whole account email address to match, and checking this box will change the whole account email address for that account. You can also click the ‘Plus’ symbol to the right of the address to copy other email addresses in on the e-mail.

Editing the quote email address

Editing the quote email address

Below this box you’ll see a preview of your quote as the customer will see it. The quote will also include any text you’ve added in to your quote template. (For a guide on editing your templates visit our Knowledge Base article ‘Editing your templates’. Once you’re ready to send the quote to your customer, scroll up to the top and hit ‘Send’. Your quote will now be sent to your customer. For guidance on what happens next see our Knowledge Base article ‘My quote has been issued to the customer – what happens next?’

Example of a completed quote

Example of a completed quote

 

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