by , Upcoming Features, No Comments

Oct 8

New Feature: Estimates

by poolcarepro, Upcoming Features, No Comments

Oct 8

PoolCarePRO is happy to announce that we will be adding a new feature that allows you to create and send estimates to your customers! This new feature will be available to all PoolCarePro customers on October 14th!

Estimates

Creating an Estimate

    1. Click on the Estimates tab in the upper left of your screen.
    1. The Estimates Home screen will appear.
    1. Click on .   The Estimate Edit screen appears to add a New Estimate.
    1. Select the customer from the Account drop down box.  Note that a customer account must exist to create an estimate.
    1. Select the site from the Site drop down box.  Your choices will be from the Customer’s sites.
    1. Click on the When Expires field.  A calendar will appear.  Choose the date the estimate will be good until.
    1. Use the Details field to put in a description of work to be done and other necessary information.
    1. Use the Terms and Conditions field to add contractual information.
    1. Click  to save the top portion of estimate.  A new section will appear below where you will build the estimate itself.
    1. Click on  to add a component of the new estimate.  The Add Record window will appear.
    1. Click on the Tran Code field to select the item to include in the estimate.  A list of all your transaction codes will appear, select the applicable item.  Note this requires the needed items to have Trans Codes.  See the Help section on Transaction Codes on how to create these codes.
    1. Use the Details field to add any additional description needed for the item.
    1. The Rate field will automatically include pricing from the Tran Code you selected.  You may change it as is appropriate.
    1. Use the Quantity field for the number of this item to be included.
    1. Click on  to save the item or  to abandon it.
    1. Repeat steps 10 through 15 as needed to build the estimate.
    1. Note:  If you have created Transaction Codes for your local and state taxes, PoolCarePro will automatically select, calculate and add the applicable taxes based on the customer address at time of invoice.
    1. Once your estimate is complete, the Estimate Details section should look similar to the example below.
  1. Click on  to store the estimate or  to abandon it.

Printing an Estimate

    1. In the Estimate Edit screen, click on  to create a printable estimate.  The estimate will appear onscreen like this example.
    1. To print the document, select File, then Print from your browser menu and follow your normal steps to print a document from your computer.
  1. Click on the back arrow to return to the Estimate Edit screen.

Emailing an Estimate

    1. In the Estimate Edit screen, click on  to generate an email to the customer with the estimate attached.  An email window will pop up on screen.  The email will have the customer’s address.  Fill in your comments in the body.
    1. Click  to deliver the email.
  1. Click  to close the email window and return to the Estimate Edit screen.

Accepted Estimate

Once your work is accepted you can change its status to Active. Currently this status does not have functions attached to it, however it will allow you to search and report soley for accepted estimates. Full functionality will be added to this status in the future.

Invoicing from an Estimate

    1. Once your work is accepted and completed, you can generate an invoice from the Estimate Edit screen, click on  to generate the invoice from the Estimate.
    2. A pop up window will appear asking you to confirm your request.  Click  to generate the invoice or  to return to the Estimate Edit screen without generating an invoice.
    1. The Invoice screen will appear.  Note that the local and state taxes applicable to the customer’s site address have been calculated and added to the total due. 
  1. Once an estimate is invoiced, it will appear in the customer’s account under the Transaction section.

Emailing an Invoice

    1. In the Invoice screen, click on  to generate an email to the customer with the invoice attached.  An email window will pop up on screen.  The email will have the customer’s address.  Fill in your comments in the body.
    1. Click  to deliver the email.
  1. Click  to close the email window and return to the Estimate Edit screen.

Searching Estimates

Once you have estimates you will want to list and search them by specific criteria.

    1. Click on the Estimates tab to go to the Estimates home page.
    1. Click on the User field to search by the user who created the estimate. A drop down list of users will appear, select the specific user to search by or All to search all users.
    1. Click on the First Date field to bring up the calendar to select the first date of your search range.
    1. Click on the Last Date field to bring up the calendar to select the last date of your search range.
    1. Click on the Status field to limit your search to estimates based on their work status.
      • In Progress – New estimate
      • Active – Estimate accepted by customer, work in progress
      • Invoiced – Estimate accepted, work complete and invoiced
      • Expired – Estimate has passed last date to be accepted
      • Cancelled – Estimate cancelled by the business
      • Declined – Estimate declined by customer

    1. Click on the Account field if you want only estimates for a specific customer.
    1. Click on the Site field to further narrow down a search to a specific customer’s site.
    1. Click on  to execute the search.
  1. Click on the estimate number to pull up the estimate. Click on the account name to pull up the customer account.

Copying an Estimate

To save time, you can copy an estimate to create a new one.

    1. Click on the Estimates tab to go to the Estimates home page.
    1. Search for the estimate you want. See Searching Estimates for instructions.
    1. Click on the estimate number you want to open.  The Estimate Edit screen will appear.
    1. Click on  to create a new estimate.  A pop up window will ask you to confirm your request.  Click  to generate the invoice or  to return to the Estimate Edit screen without generating an invoice.
  1. The Estimate Edit screen will change to your new estimate.
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