Optional Services and Multi-Estimate Projects

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Overview

Offering clients a range of options is key to winning more bids. This tutorial will guide you through creating comprehensive proposals that include multiple estimates and optional services. This allows you to present different scopes of work or service levels, giving your customers the flexibility to choose what best fits their needs and budget, all within a single, streamlined proposal document. You'll learn how to define services as optional, combine various estimates into one proposal, and manage project acceptance based on the client's selections.

Step-by-Step Guide

Follow these steps to build flexible and client-friendly proposals.

1. Create Your First Estimate with Optional Services

First, you'll build an estimate that includes both required and optional services.

1. Navigate to your project.

2. Click the New estimate tile (often represented by a '+' icon).

3. Click Add Service. In the "Add service" dialog:

   • Select your desired service from the Services dropdown.

   • Enter the Measurement (e.g., 1200 sf) and Margin (e.g., 40%).

   • Crucially, check the Optional box if this service is not part of the base bid. Leave it unchecked for required services.

   • Click Add.

4. Repeat step 3 to add all services for this estimate. You will see an "Optional" tag beneath services marked as such.

   • Insight: Clearly distinguishing between required and optional services empowers your clients to make informed decisions, tailoring the project scope to their exact needs and budget.

5. Enter a descriptive Name for your estimate (e.g., "Driveway R&R with Optional Patch & Seal").

6. By default, the first estimate is marked as Primary. This usually represents your recommended or base option.

7. Click Save.

2. Create Additional Estimates (Optional)

To offer different packages or significantly different scopes, create separate estimates.

1. On the Estimates tab, click the New estimate tile again.

2. Repeat steps 3-5 from the previous section to build your second estimate (e.g., "Driveway & Side Lot R&R - Premium"). This estimate might include different services or only required services for a different price point.

3. Click Save. You will now see multiple estimate cards on the Estimates tab.

3. Generate the Multi-Estimate Proposal

With your estimates ready, it's time to combine them into a single proposal.

1. In the project header, click the Proposal button.

   • Note: The Proposal button is only active if at least one estimate exists for the project.

2. In the Estimate Selection section, your Primary estimate will be checked by default.

3. Check the box next to any other estimates you want to include in this proposal. Each selected estimate will be presented as a distinct option to the client.

4. Configure and Preview the Proposal

Tailor the proposal content for clarity and professionalism.

1. Review the Services Description section. Each selected estimate will appear as a separate block, detailing its included services (both required and optional).

2. Scroll to Services Additional Information. Here, you can choose to Include or exclude detailed descriptions for each service line item in the final proposal.

3. Proceed to Project Documents to select any images or supporting documents.

4. Finally, review the Proposal Sections to include standard elements like "About Us" or "Acceptance" terms.

5. Click View to preview the proposal PDF. You'll see each estimate presented clearly, with initial lines for optional services, allowing clients to select their preferred add-ons.

6. Once satisfied, you can Save the proposal or Send it.

5. Process Proposal Acceptance

Generating visual

After the client makes their decision, record their acceptance.

1. Change the project status to Accepted (usually from a dropdown in the project header).

2. The Proposal Acceptance dialog will appear.

   • First, check the box next to the estimate option the client chose (e.g., "Remove & Replace driveway; Patch and seal side lot").

   • Then, within that selected estimate, check the boxes for any optional services the client approved. The Project Total will update accordingly.

3. Click Confirm.

   • The Estimates tab will now update to show only the accepted estimate and its chosen services. Non-selected optional services will be hidden. The estimate is now locked.

   • Pro Tip: This acceptance step ensures your project scope and financials accurately reflect the client's final decision, streamlining the transition to a work order.

4. With the project accepted, the Work Order button in the header becomes active, allowing you to generate a work order based on the confirmed services.

Troubleshooting

• Proposal button is greyed out: Ensure you have created at least one estimate for the project.

• Work Order button is greyed out: The project status must be set to "Accepted" before a work order can be generated.

• Client confused by options: Double-check that optional services are clearly marked as such in your estimate setup and that your service descriptions are easy to understand.

• Optional service not appearing for selection in acceptance: Make sure the service was marked as Optional when the estimate was created. If it was set as required, it will automatically be part of the accepted estimate.