Adding a Quote

If your quote isn't being automatically pre-populated by a lead, you can create a quote directly in WorkGuru. 

A quote consists of two components:

• Quote Details
• Quote Line Items

Click Add a Quote button in the quote dashboard (Sales -> Quotes) or use the menu shortcut (Sales -> New Quote).

Quote Details

Fill in the following quote fields, WorkGuru will prompt you if you have missed any required fields:

• Quote Number - Unique quote reference. Leave blank to pick up the next automatic quote number in the sequence or enter a custom reference if required.
• Name - Quote name. This will also be the project/stocksale name by default (Required).
• Description - Quote description
• Project Group - Assign the quote to an existing project group if it is part of a bigger tender/proposal (Optional)
• Client - Select the Quotes' client from the dropdown or click Add a New Client to add a new client if not in the current address book. (Required)
• Client Contact - Select the quote contact from the dropdown or click Add Contact to add a contact to the selected client.
• Quote Owner - WorkGuru user/staff member responsible for the quote.
• Quote Date - Quote issue date, this date is pre-selected to today's date
• Expiry Date - Quote expiry
• Forecast/Expected  Date - Estimated starting date for the project if the Quote is accepted or estimated date the Quote is expected to be accepted.
• Asset -  If this Quote is related to an asset, select it from the dropdown or add a new asset using the Add Asset button. Note: This dropdown will display a list of assets that are setup in WorkGuru assigned to the selected quoted client. (Optional)
• Lead - Assign the quote to an existing lead.
• Project Phases - Add your Project phases in here (These must exist to see phases amounts when hovering Totals on the Quote)
• Currency/Exchange Rate - Select and over-ride currency and default exchange rate.
• Add Template to Quote - Project Templates let you add a pre-defined combination of Tasks and/or Products to easily populate a Quote minimizing data entry. The steps to a setup a Project Template is here.
• Delete Empty Rows - Shortcut to remove any empty task or product rows in the quote
• Exclude from Sales Forecast - Select this option if you do not want the value of this quote to be part of the sales pipeline dashboard or reporting.
• Actions
  • Bulk Add Tasks - Import multiple task lines in bulk from a spreadsheet template.
  • Bulk Add Products - Import multiple product lines in bulk from a spreadsheet template.
  • Add Set Mark Up - Override product line sell pricing with provided mark up percentage. This will be calculated from the product line cost rate. 

Quote Line Items

Next step is to add the line items to build the Quote. These line items consist of a combination of Tasks and Products which can be flagged as billable or non-billable as required. Line items can be added to a quote in the following ways:

• Per Line
  • Tasks
  • Products
• Project Templates
• Bulk Add Lines and Markup Pricing

Per Line

Tasks

You can search for your tasks setup in the WorkGuru Tasks database here. In the Name field, search for and select the relevant task from the drop down to add to the quote. You can further modify the following fields both shown inline in the row and using the blue plus icon to expand the task details. You can add multiple tasks as required using the Add Task button. The quote will also display the tasks specific cost total.

• Quote by Staff Rates? - Toggle between quoting based on the task rate or the allocated staff rates.
• Toggle Options Totals - Toggle the display of the selected options totals in the task subtotal.
  
• Name - Selected task name.
• Phase - Select the phase from the dropdown to assign the task line to. Note: Only available if a phase has been entered in the Quote Details.
• Qty - Forecast number of hours required
• Sell Price - Billable price per hour.
• Billable - Toggle if the line item is billable or not. Note: Non-billable (unticked) line items do not display on invoices, but the forecast and actual timesheet costs still accrues on the project if the Quote is accepted.
• Optional - Mark the task as optional.
• Line Total - Displays billable total line item amount (Quantity x Sell Price).
• Task Details- Click the blue plus icon to expand the task line.
  • Description - Task description/details (Optional)
  • Staff Allocation - Allocate staff to the task. Display is dependent on the staff or task rate setting.
    • Staff - Display allocated staff name.
    • Hours - Allocate individual staff hours
    • Rate - Update hourly staff rate
  • Tax Type - Tax status of line item (defaults to the task setting or default sales tax mapping).
  • Tax Amount - Displays tax amount of this task.
  • Cost - Task Cost per hour.
  • Cost Multiplier - Multiplies the user cost rate for any timesheets added to this task. Do not enter a figure here if not intentionally using the cost multiplier. Entering a figure such as 0, will multiply your task costs by 0.
  • Force Task Rate Costing on Timesheets? - Over-ride the actual costing on timesheets added to this task from the user's hourly cost to the task unit cost.
  • To Do: - Enter or edit the task's to do list to suit the quote task checklist.

Products

You can search for the products setup in the WorkGuru products database, using either the SKU or the product Name. You also have the ability to add ad-hoc line items (not in the Product database), by not selecting a database item if all the basic fields are filled out when prompted. You can add multiple products as required using the Add Product button. The quote will also display the product cost totals.

• Toggle Options Totals - Toggle the display of the selected options totals in the task subtotal.
  
• SKU - Stock Keeping Unit, or product code.
• Name - Product name
• Phase - Select the phase from the dropdown to assign the product line to. Note: Only available if a phase has been entered in the Quote Details.
• Quantity - Number of products required
• Discount - Enter line item discount as a percentage.
• Sell Price - Forecast product sell price
• Billable - Toggle if the line item is billable or not. Note: Non-billable (unticked) line items do not display on invoices, but the forecast and actual product costs still accrues on the project.
• Optional - Mark the product as optional.
• Line Total - Billable total line item amount (Quantity x Sell Price)
• Product Details - Click the blue plus icon to expand the product line.
  • Description - Product description/details. (Optional)
  • Tax Type - Tax status of line item (defaults to the product setting or default sales tax mapping).
  • Tax Amount - Displays tax amount of the product.
  • Cost - Forecast unit cost from the product's cost price.
  • Markup - Enter a markup percentage to calculate the sell price based on marking up the cost price. Note: If a sell price exists for that product, a markup will over-ride that price.
• Toggle Options Totals - Toggle the display of the selected options totals in the product subtotal.

Project Templates

Project Templates let you add a pre-defined combination of Tasks and/or Products to easily populate a Quote minimizing data entry.  The steps to a setup a Project Template is here. To add a project template to the quote, click the Add Template To Quote button and select the relevant template or templates from the popup. Edit the applied template task and product lines as required for the quote.

Bulk Add Lines and Markup Pricing

You can also add tasks and products to the quote via a spreadsheet upload template.  This is very advantageous if you already have an external quoting tool or take off system that calculates costings for you. To bulk add lines, click the Actions button, select either Bulk Add Tasks and/or Bulk Add Products buttons and select the import files when prompted.

You can also override all the product line pricing with a mark up percentage by click Add Set Mark Up.  Note: This will set the product price on all lines. You can set a markup individually per line in the line item details.

Once the Task and Products have been added to the quote, you can check the individual task and product cost totals and the overall quote totals with the forecast profitability in total profit and gross profit percentage. 

When the quote is complete, click Save to save the quote as a draft, Save and Continue Editing is handy to ensure you don't lose an changes if your browser closes while editing and Save and Issue will lock the quote version and mark it as issued.