Estimation using Multiple Phases and Inventory

If the Estimation using Multiple Phases setting is turned on, the estimate can be prepared in phases/parts. This setting can not be used on its own. The Estimation Using Inventory has to be switched on too. Pricebook estimation can not be used with Estimation using Multiple Phases.

By default, the Parts & Service field will be displayed on the Estimate. This will be under the first phase. Under the phase, aside from the Parts & Service field, you can also set up the equipment, assets, and labor that will be used for each phase, if applicable.

You will be adding the other phases as you go on.

Set up the first phase

Add the name of the first phase on the Phase Name field.

Set the first phase’s Completion Date. Click on the calendar icon and select the date from the calendar. Use the arrows to move from one month to another.

Fill up the Parts & Service block. Follow the same process of filling up the block on the Estimation using Inventory.

To add equipment, click the Add Equipment button. The equipment field will come up.

Click on the equipment search bar and find the equipment you want from the list and click on it. You can also search for equipment by typing in the name or number/code on the field. Equipment is set up and managed under Inventory Settings.

Click to select the item. The other fields will auto-fill depending on your selection.

Once you have selected the equipment that you need, set the quantity by clicking the arrows on the QTY field or by highlighting the number and typing in the desired quantity. The Total Price fields will auto-compute.

The Unit Cost, Profit and Unit Price can be edited, if needed.

To remove the item from the list, click the X button at the far right of the item.

Repeat these steps for each equipment item you want to add to the estimate. As you add items to your estimate, the Subtotal fields for equipment and the Estimation Summary at the top will auto-calculate.

To add an asset, click the Add Assets button. The asset field will come up.

Click on the asset search bar and find the item you want from the list and click on it. You can also search for the asset by typing in the name or number/code on the field.

Click to select the item. The other fields will auto-fill depending on your selection.

Once you have selected the asset that you need, set the number of hours by clicking the arrows on the HOURS field or by highlighting the number and typing in the desired quantity. This is the total number of hours that the selected asset will be used for the first phase.

Click on the COST field and add the amount on the field by clicking on the + button or typing in the desired amount. This is the cost per hour of asset use.

You can add the Profit and the Rate in 2 ways: by adding the Rate price first or the Profit rate first.

Click on the RATE field (price to be charged to the customer) and add the amount on the field by clicking on the + button or typing in the desired amount. The Profit field will auto-compute.

You can also add the profit rate on the Profit field first. The corresponding amount to be charged to the customer will auto-compute on the Rate Field.

The Total Cost and Total Price fields will auto-compute.

If you prefer not to charge the asset use to the customer, leave the price fields empty.

To remove the item from the list, click the X button at the far right of the item.

Repeat these steps for each asset you want to add to the estimate. As you add items to your estimate, the Subtotal fields for assets and the Estimation Summary at the top will auto-calculate.

To add the labor hours and cost for the phase, click the Add Labor button. The labor field will come up.

Click on the employee search bar and find the field employee from the list and click on it. You can also search for the employee by typing in the name or number/code on the field. The employee or employees will be the ones working on the job for the first phase.

Once you have selected the field employee name, set the number of hours by clicking the arrows on the HOURS field or by highlighting the number and typing in the desired quantity. This is the number of hours that the field employee will need to complete the first phase.

Click on the COST field and add the amount on the field by clicking on the + button or typing in the desired amount. This is the selected employee’s labor cost per hour.

You can add the Profit and the Rate in 2 ways: by adding the Rate price first or the Profit rate first.

Click on the RATE field (price to be charged to the customer) and add the amount on the field by clicking on the + button or typing in the desired amount. The Profit field will auto-compute.

You can also add the profit rate on the Profit field first. The corresponding amount to be charged to the customer will auto-compute on the Rate Field.

The Total Cost and Total Price fields will auto-compute.

If you prefer not to charge the labor hours to the customer, leave the price fields empty.

To remove the field employee name from the list, click the X button at the far right of the name.

Repeat these steps for each field employee who will work on the job for the first phase. As you add items to your estimate, the Subtotal fields for equipment and the Estimation Summary at the top will auto-calculate.

Filling up all of the fields is not required. You can skip any of the fields not needed for the estimate.

Set up the next phase or phases

To add the next phase to your estimate, click on the Actions button at the upper right-hand corner of the estimate page. From the drop-down, select Add Phase.

The next phase fields will come up below the first phase.

Repeat the same process of completing the fields (naming the phase, indicating the completion date and adding the Parts & Services, Equipment, Assets and Labor). You can add as many phases as may be needed.

To delete a whole phase, click the Delete Phase button at the upper right-hand corner of the phase. This button will come up when you add a new phase to your estimate.

Once done, you can then proceed to add/set up the discount and taxes and complete the estimate.