11. Estimates [12:27]

Description: This video provides an overview of the Estimates tab in the Core3 CRM.

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Transcript:

Let’s take a closer look at Estimates in the Core3. The Estimates tab will look something like this. Here you can create, track, and manage your estimates relating to your company’s unique quoting process.

0:21 As you can see I currently have three estimates in my Core, as indicated here. You can scroll through each estimate by selecting the forward and backward arrow buttons or you can view all the estimates in a List View by selecting the List View icon. To open a specific estimate simply select the blue arrow button here. Since this is FileMaker, I can also perform a specific Find for, let’s say, an estimate titled Core. As you can see I have found two records here that have the word Core in the title.

1:00 Let’s begin by creating a new Estimate by selecting the New Record icon here in the Status Toolbar.When we create a new Estimate first we will need to assign a customer to the estimate. Simply select the Customer field here, you can just begin typing, I’ll go ahead and assign this estimate to John. And here in the Contact Search I’ll just simply tab down to the link button and select John Smith. John Smith’s billing address populates here and I can also enter a Shipping Address as well. I can select a different shipping address than the billing address. Since John Smith currently has two physical addresses in his contact record, I’m going to select the Remote Office. And let’s just navigate to John Smith’s record for a moment so you can see where the addresses pull from. By selecting the blue arrow here, I can navigate to John Smith’s specific contact record. Here you can see John Smith is set up with two physical addresses; a work address in Los Angeles on Some Street, and a remote office address in Santa Monica on Some Avenue.

2:12 Let’s navigate to the Estimates tab and we’ll go back to the Estimate 1002 that we were currently creating. Select this blue arrow to navigate to the specific estimate, and let’s continue filling out the estimate. I’ll provide a title, we’ll call this estimate Server Setup, and then we’re going to enter new line items on the estimate. Simply select this green plus button here and let’s begin to add some new line items. I’ll go ahead and enter some hardware; you can change the description to fit your estimate needs, we’ll call this Servers and I’ll go ahead and put a quantity of 3. You could change the unit price if you need to, you can also enter a Markup.  Markup can be a percentage, if we want to mark this up 20%, or it can also be a dollar amount. If we enter a percentage it will auto calculate the percentage markup for us. Next let’s go ahead and add a new line item, and we will add in some IT Support here. We’ll go ahead and put a quantity, and I’ll leave the markup blank for this example. Each line item can also be taxable or not; and here I’ll go ahead and tax the Hardware line item and I will leave the IT Support item not taxable. The tax is going to be applied to the item depending on the tax rate you have associated to the estimate. Down here we can specify the tax rate; I’m going to go ahead and select the State Tax California rate. And please note that your tax rates are set up in your Core Preferences area. And as you can see here on the right my tax is now auto applied to the total.

4:07 We also have a few other options on Estimates. We can add an optional Memo; you can also assign a Sales Rep to the estimate by simply clicking in the Sales Rep field and just begin typing. Again, your Sales Rep Search dialog box is going to pop open, simply tab down to the Sales Rep and select Link. We can assign a Class to the estimate; a class is just a further way to identify an estimate and classes are set up in the Preferences Global Settings area. And lastly, we can assign the estimate to a Stage; I’ll go ahead and put this in the Awaiting Approval Stage, and your stages are also set up in the Preferences Global Settings area. We’re going to take a look at stages in a little more depth when we navigate to the Stage tab here. So this is it, I’ve created my Estimate.

5:00 I do have a few other options on the Estimate tab. If I select the Link option, here the Title and Estimate number are simply carried over from the previous tab, and then I do have an option to link the Estimate to a specific Opportunity. For example, let’s say I want to link this Estimate to the Network Setup Opportunity we created previously for John Smith. Go ahead and just simply start typing the name of the Opportunity, select the Opportunity to link the Estimate to, and now I can conveniently navigate to the Opportunity from the Estimate by selecting the blue arrow here. Likewise I can also select the Estimate from the Opportunity on the Estimates tab here. And here is my linked Estimate to this Opportunity, Estimate 1002 for Server Setup. In addition, we also have Revision History and an Orders area.

6:03 This Stage tab allows you to assign stages to your estimates. The Stages are also set up in the Preferences Global Settings tab. The Stages that you have set up in your Preferences area are the stages that will be applied to the Estimate, the time the Estimate is created. So it is extremely important that you set up your stages prior to creating your estimates. As you’ll recall on the Estimates tab I put this estimate in the Awaiting Approval stage, if I navigate back to the Stage tab I can now see some more details of the stages for the estimate. Here the estimate is in the Awaiting Approval stage, and it has a date when the estimate went into this stage as well as the days between each stage. Since I created this Estimate on 11/3 and I put it in the Awaiting Approval stage on 11/3, there is 0 days between the stage progressions. You can also change stages directly from the Stages tab by simply selecting the Stage box here. If you choose to go to a previous stage it will erase any history for later stages and we prompt you with a warning to ensure that this is what you want to do. As you can see the history for the Approved stage has now been removed and the estimate is in the Awaiting Approval stage. The More Info tab carries over the estimate and the unique estimate number as well here. And it also contains a Created and Modified Date/Time stamp, this Date/Time stamp allows you to track when the estimate was created and last modified and by whom.

7:49 Let’s go back to the Estimate details; in addition I have these four action items here. I can duplicate the estimate by simply selecting the Duplicate button here, once you duplicate an estimate you have the option to create a new estimate from a New Series, or create a Revision.  I’ll choose both options so we can see the difference. Note that this estimate is currently 1002, when I select the New Series button; I’ve duplicated the estimate and now created a brand new estimate with the estimate number 1003. Let’s duplicate this estimate 1003, and instead of New Series I’ll go ahead and create Revision. Here you can see we’ve now duplicated the estimate 1003 and the estimate is 1003.1.  If I were to navigate to the Links tab, I now have a Revision History tracking of this estimate for the Series 1003. I can select this blue button and that will bring me to the original estimate 1003. Revision History can come in handy and serve as an audit trail in tracking of your different estimates as they become revised and fine-tuned.

9:11 In addition you can also create an order from an estimate by simply selecting the Create Order button. All relevant information is carried over and a new order is created. Orders are going to be discussed in another video, so we’ll navigate back to the Estimates tab. And next let’s actually create an invoice from this Estimate. Because you don’t always need to create an order, sometimes you’ll jump right from an estimate and create an invoice. Simply select this Create Invoice button here and let’s go ahead and create an invoice from this estimate. We now have a new invoice, and again all relevant data is transferred over to the invoice. Invoices are also discussed in a later video so we will go back to Estimates.

10:03 Our last option here is going to be to send the Estimate as an email. Simply click the Send as Email button, this is going to generate a new email, attach the Estimate as a PDF, and allow you to put in your Subject line. If you want to view the Estimate before you send the email simply click the Preview icon here, and that’s going to pop open our Estimate details. I’m going to go ahead and close this PDF and then when ready you can just select Send and send the Estimate. When sending emails we always ensure that the email was sent successfully, I’ll go ahead and select Yes since this email was sent correctly from my email client. Email is dated with a date/time stamp as shown here on the bottom.  I’ll go ahead and select Done and I have now sent my estimate via email to my client John Smith.

11:02 Here’s some additional options on the Status Toolbar here. You can select Preview to simply preview the estimate before sending via email.  This preview option also provides you with the Save as PDF option, as well as the Print option if you just want to print the estimate or save as a PDF. I’ll go ahead and click Continue. If you want to delete an estimate you would simply navigate to the estimate that you’d like to delete, select the Delete Record button here, and delete the estimate permanently. There are many other options in your Status Toolbar such as Finding and Sorting, and many other buttons that are not displayed here in this video. We encourage you to watch the Status Toolbar video to better understand how to customize your Status Toolbar to meet your needs.

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