Create a quote

Go to QUOTES > New Quote to create a new quote. Expand the More settings to see the full section of general information and fill in the details.

Code: The quote code. If you leave it blank, it will generate an automatic code. This must only contain capital letters, numbers.

Name: The name for the quote.

Description (optional): A longer explanation of the quote.

Sales Person: The user primarily responsible for the quote - they must have the Estimator role. Other team members can be added on the Role Assignment tab to co-manage the quote. Read Global settings - Users - User roles to know more about roles in TidyWork.

Special Instructions (optional): Any additional instructions, if required.

Materials Under Tasks: If this feature is enabled, you can use the mandatory option to require all materials in the Material Plan be assigned to a specific task. To know how to enable this feature, read Global settings - Company.

Customer: Select a customer from the drop-down list or click the plus icon to create a new Customer on the fly (without having to enter the Customer screen). If you have linked Tidy to a CRM you can also create a customer in Tidy from the CRM.

Customer Contact (optional): Select from the list of all contacts listed for the customer. If there is a primary contact listed, it will be selected by default.

Customer Reference (optional): A reference meaningful to the customer (such as their code or PO number).

Expiry Date: The date the quote will expire on if the customer has not accepted it.

Project Start Date (optional): The estimated start date for the project.

Project End Date (optional): The estimated end date for the project.

Project Group: The logical group to which your project belongs (groups are configured by your Resource Administrator).

Material Location: Select a location where the materials in this quote is located.

Time plan

In the TIME PLAN tab, you indicate the expected labour resource used for the project. The top left area contains summary information, based upon the tasks that you enter. On the right are the charge rates, which you indicate effort against. At the bottom of the panel is the task list (which begins with one empty task).

TASK NAME:

Enter the task name in the TASK NAME field and click New task (top level) to add other top-level tasks. Click the green plus icon beside the task name to add next level child task or click the blue arrow icon and select the New child Task.

Note: TidyWork supports unlimited task hierarchies. If you want to create a sub-task, you need click the plus icon in the level-up tasks.

Tips: Enter the EFFORT after you enter all the tasks.

Click the blue arrow icon to

Move a task - Move a task up or down the task list.

Delete a task - Remove a task and its assignments from the project (this cannot be done once some time has been written for that task). You have to clear the Charge Rate field and EFFORT field to delete a task. You can only delete the child task first to be able to delete parent task.

Advanced - Using the 'Advanced' menu allows you to:

Task description - You can add a task description. This description is then available as a hover on the task list in the Quote Console, and is also displayed on the generated Quote Document (Summary and Detailed versions).

Non-billable tasks - For Time & Materials Quotes, the 'Advanced' menu can be used to identify the task as non-billable. Non-billable tasks are highlighted with a blue background when on a Time and Materials quote. All tasks on Overhead, Non-Billable and Fixed price projects are non-billable by default and cannot be changed.

Effort:

The number of hours (of days) required to complete the task. A task cannot be deleted unless the Effort estimate is set to blank.

Bal:

The number of hours in the Duration that remain to be assigned. This figure will appear in red if the task has been over-assigned.

Charge:

The customer charge, based upon the charge rate and hours applied.

Charge Rates:

The number of hours (or days) required at each Charge Rate. The sum of these assignments is used to calculate the balance ('BAL') column.

The Time cost for Quotes is calculated based on the Quote Cost that is set for each Charge Rate. If no Quote Cost is set the cost will default to the global cost Rate. Read Global settings - Charge rates.

Material plan

In this tab you can set a budget for billable and non-billable materials to be used in a Quote.

MATERIAL:

Click New Planned Material, type in the material name in MATERIAL field or click the telescope icon to select a material from drop-down list, or click the plus icon to create a new material. After the first three letters are typed, a list of the current materials in the Tidy Material Items list is displayed in the menu. Read Global settings - Materials - Add or edit materials.

QTY:

Type in the quantities of this material in this Quote.

DIMENSIONS:

The dimensions of the material items, in the units specified in the materials list, can be overridden.

UNIT COST:

The cost for each of the items. This is obtained from the material list, but can be overridden.

MARKUP (MARGIN):

If greyed, this field is showing how much margin or markup is in the Unit Charge. When this field is edited, the value will be displayed in dark and the Unit Charge will be based on the margin of markup over the Unit Cost. Deleting the value will return the Unit Charge to its previous price.

Set all:

Click the Set all to set the markup or margin for all material items - this will override all existing markup or margin values and Unit Charges.

UNIT CHARGE:

The charge for each of the items. This is obtained from the material list, but can be overridden.

TOTAL CHARGE:

The Unit Charge multiplied by the Quantity.

ON-CHARGE:

If selected, the material charge will be passed through to the customer invoice (when approved).

Click the orange arrow icon to move the material up or down.

Materials Under Tasks:

If you're using the Materials Under Tasks feature, the Quotes Material Plan works a little differently. You can turn on this feature in More Settings for this quote, or turn on this feature for all quotes under GLOBAL SETTING > Company. Read Global settings - Company.

First, choose the task you want to add materials to. Then add materials directly to that task, as the steps explained above. If you have other tasks in your Quote, you will have the option to add them to the Material Plan, and then add materials to those tasks also.

If you need to move the material to a different task, use the orange arrow icon at the far right of the material. From here you can select the task you wish to move the material to.

EXPENSE PLAN:

Enter the amount of billable expense and non-billable expense and select the currency.

MILESTONES:

Click the New Milestone or Use to add the miletones, enter the milestone name and description. The discription is optional and included on the invoice for invoiceable milestones.

Enter the date or select a date from calendar for this task.

Click the bin icon to delete a milestone.