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Do you keep track of all of your project quotes?

Do you keep track of all of your project quotes?

In our last article (Read part 2 – click here) we discussed preparing simple quotes. In this article we are addressing more complex project quotes, the type required when quoting on a project or a larger job.

The same principles apply for larger quotes as detailed in our last article, including;

  • Preparing the quote within your application
  • Adding the parts or items used
  • Preparing the quote faster (because it is easier)
  • Sending the quote by email (with a print option as well)
  • The customer’s acceptance (of the quote along with your terms and conditions)
  • Along with the optional ordering of stock items required for the job (tracking all items for each project, and automatically recording your profitability for each job)
  • And importantly, recording all of your quotes (meaning you can follow up on every quote / that will mean more profit)

Complex quotes for projects or larger jobs

Now here are some really helpful tips which make preparing detailed quotes simpler and easier.

Firstly, break the project down into separate identifiable parts or locations.

This might require several levels depending on the scope of the project, for example:

  • Plot number (where multiple dwellings)
  • Floor number
  • Room
  • Ensuite
  • Cupboards

divide project into locations

Labour charge


Where stock items are required for a job, you will already be adding each of these into your quote and you will also want to be adding a labour charge. This might be calculated on an hourly rate when preparing simple quotes, but for more complex projects it is most likely be based on a daily rate. This still takes time to calculate. A helpful tip is to add a labour charge component to each stock item that is used on the project. This can be based on the number of minutes an average installation of each product item should take.

add an installation time for each stock item

This way, when you add each stock item a labour charge will automatically be added as well. The more items added, the greater the labour charge.

Calculate the labour charge

Add materials / stock items used on the project


When adding standard stock items to your quote, just by beginning to type the name of the name of product line and selecting it from a drop down list,

add materials used in the project

at the same time this should give you the option to select;

    • Select the quantity required (in each location)
    • Select the supplier
    • The retail sale price, the purchase price, the delivery lead time and the installation time should all be added automatically.

add materials to the project

Global edit / updates to the project


The ability to add items globally (into all similar locations at once) can save a lot of time. Similarly it will save a lot of time if you are able to prepare one specification and copy this into different locations. For example, if you prepare the specification for the design of a house and simply copy this for all of the other houses of the same design.

Costings overview


This makes preparing your first draft of the quote, comparatively quite straight, as all you need to do is add the items to be used.

Now when looking at an overview of the initial costing, firstly you should be able to see an overview of the pricing for each location within the project as well as an overview of the entire project to assess the overall costing.

overview of teh project calculations

You might now need to make adjustments for circumstances particular to this project, so it is helpful if you can make global updates (where you adjust any one of the items in any of the locations and it updates all of the same item everywhere else for the project;

    • Update a standard cost price (because of the quantity you have negotiated a special deal)
    • Amend the installation time because it might take longer than usual
    • Globally update the sale price of an item based on a target margin, for example, you might want to make say a 20% margin on the product line.

edit materials cost price

global edit of materials for the project

Send the quote


Now you are ready to send the quote to your customer.

send the quote

It might also be helpful if you can access a copy of the detailed calculations and pull these down in a spreadsheet format.

downlaod detailed calculations of the project quote

There are many other benefits of preparing your detailed quotes within your application including, controlling the cash outflow for the expenditure for the project and measuring the progress of the installations for interim certificates and interim billing. 

 

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As you build and grow your relationships with your contacts you are able to develop a loyalty between you and your brand. This will directly translate into increased and improved business performance.

List all of your contacts and companies you do business with and link them together. Add log entries to record all your interactions.Wherever you are, you are always connected with your contacts, you can make any updates, record notes and access information or files.

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TASKS

Create and allocate tasks. These automatically sync with your calendars on any media device and set automatic reminders.You can assign a team member and a contact or a group of contacts to a task.

A collection of tasks, referred to as a case, is an ideal way to manage a project or a series of events that are required in your business. By sharing the case everyone associated with the project can monitor it’s progress. They will be able to see when the project is started, whether it’s ‘on track’, ‘overdue’ or ‘completed’.

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GROUPS

Groups are like a saved of your contacts.

This is a really essential tool, by being able to categorise your contacts into different groups means that you are able to identify the contacts that you want to work with at any time.This might be because you want to visit all of your contacts in a specific postcode or town or you want to email a special offer to different types of contacts.

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DOCUMENTS

Having your documents in one place together with your CRM makes perfect sense. Our documents feature allows you to store and share files relating to a specific contact together the contact details.

Your sales team will always access the most up to date sales support material. There is no need to backup your documents any more as we take care of this automatically for you. You have reassurance and peace of mind when using our document feature because we use the same advanced security level when storing your documents as every else in Light Degree CRM.

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Even when remote from the office you can have a complete overview of all event details. An accurate count enables you to manage marketing strategies and facilities. New events created will automatically appear on your website, enabling customers to register immediately. All registrations will instantaneously be added to your event and contact book.

Make sure your attendees and exhibitors have all the information they need. It’s simple to send message reminders of event details or any last minute changes. If you need to share documents, these can be uploaded ready for your event managers to download.

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Each user can adjust their own settings, including setting up a social login (using Google or Linkedin) so they can just click and login with details they are already familiar with.
Admin users can manage other users, change the way the contact information is displayed and create custom fields or tags to categorise contacts.

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REPORTS

Reporting gives you an overview of everything that is going on in your business. It helps you to focus on what is important rather than just getting lost in all of the detailed information you have in your CRM.

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OPPORTUNITIES

A great way to be remember to follow up on all of those quotes that you have prepared and given to customers and potential customers, is to enter these as opportunities into your CRM.

By adding them as opportunities you can check on the progress, right from the time you prepare the quote, through to when you receive an order or send an invoice to a customer. Once entered into the application you will be reminded as the date approaches, when you anticipate the order to arrive. This means that you can follow up with the customer if necessary to assist the process.You can add other potential quotes or opportunities to your list as you identify these so they will tracked and followed up as well.

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CASES / PROJECTS

A great way to work with other people or for using as a simple check list of things that need to be done. Track all tasks to be completed and see the overall progress of the project. A collection of tasks where you are collaborating with other team members like this is referred to as a ‘case’.
It can happen like this…
– You need to prepare a quote and need someone to prepare a drawing and someone else to get pricing from several suppliers first
– You are working on an event where several people have to complete different tasks to make it happen
– You need to advise a customer and have to call in expert advice first
– You are working on a project and everyone in the team needs to know where the others are up to and the progress overall

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