Estimates

Filters in the list of estimates

The list of estimates can be narrowed using filters above the list.

Search with wildcards *

The search allows searching for document number, job number, data in the address and in the subject of the document. With the asterisk (*) wildcard searches can also be performed; in the illustrated example I can, for instance, by entering the search term AFE*19 Find all documents in which "AFE" is followed by "19". For example, we would have a match on the first document here

Search by responsible person

Using this filter a user can be selected and the list will then show only that user's documents. The filter also includes the entry "My estimates".

Search by status

This filter restricts the list to documents that are in a certain status.

Filter settings are saved until the next login to the system.

These process steps can be gone through by an estimate

in progress

This document is currently being created or edited and is not included in any reporting.

awaiting internal approval

This document is completed but is still waiting for approval - e.g. by a Client Service Director before it can be sent to the customer.

awaiting dispatch

This document has been reviewed internally and can now be sent to the customer.

awaiting approval

This document has been sent to the customer and is awaiting feedback from the customer.

Approved

This estimate has been approved by the customer. Implementation can start. The document's budget is added to the job budget provided the job is not using Planned Budgets. An estimate for which an interim invoice (down payment) has already been created remains in the "Approved" status. In the list of estimates a progress bar shows which portion of the total amount has already been invoiced.

awaiting billing

The implementation of the services from this estimate is complete. The document can be billed.

awaiting settlement

The implementation of the services from this estimate is complete. The document can be settled against credit.

billed

The final invoice has been created for this estimate.

settled against credit

The estimate has been settled, thus it is considered billed.

not realized

This estimate was not realized. This status is useful when a customer requests a change to the offer. The project manager can then set it to "not realized", create a copy of the document, make the desired changes and send it to the customer again. In this way a) the progress of negotiations is documented b) a new unique number is generated for each version so there are no misunderstandings later about which part of the offer was actually approved.

Note: Not all process steps may be activated in your company. Contact customer service if you want to change this: [e-mail]

In the list of estimates you can see at a glance what status a document is in:

Approval: Under what circumstances do we consider an estimate's budget or not?

In reports and metrics an estimate's budget is taken into account when the status is one of the following:

• Approved

• Order confirmation

• awaiting billing

• awaiting settlement

• billed

• settled against credit

Setting on the individual estimate document

If an estimate is in the "awaiting approval" status, the approval probability can be defined in an additional field:

Defaults

If the approval probability is set to "certain", the budget of an estimate awaiting approval will be included in all reports and metrics.

In Settings > Finance > Estimate you can also set how the approval probability should be preset by default when creating a new document.