In this video, we'll be going over the workflow for the estimates. And the goal is for this just to be an overview. So to start off, you can see you click on estimates from the lefth hand menu.
And to create a new estimate, you would just click on new estimate. This will load the new estimate form. And from here you can search by a company name which will load all the people who work at the company.
You can search by the name of a contact or if you want you can create a new contact on the fly and you would put in their company name. If you want to link this contact to an existing company you don't have to type the company. You can find it here or you can type some of the name of the company and it will load it and that's how you can link it.
Again, if it's a new company, you would just put in the name of the company and this will create a new contact, a new company, you can put in the email, you can put in the address. You can see we have Google Maps fully integrated so that you can easily add the new contact. You can link them to a Mailchimp campaign.
If they're taxexempt, you can select yes. Select the tax tax exempt reason, the details, and this will also load the sales tax associated with the address of the company. So, let's go ahead and rather than adding a new company, let's just select a company, a contact, and company that already exists.
Once you do that, you can see from here, you can see all the previously ordered items from that company, from any contact that's linked to that company. You can see that it shows you all previous items of any previous order. And you can just select any previous items and click submit, and it will add them as line items.
It will also check if there's any updated pricing as well. On the right here, we have some built-in fields like the estimate number and the estimate due date. These fields over here, the job description and the rush order and more of these are custom fields that can be added.
And I'm just going to show you where to add the custom fields, but we do have other videos that explain how to add custom fields. This is where you would add the custom fields. It's from the order fields.
And any custom field that you add to here will show up a new estimate on the top right or it can show up on the bottom over here where it says additional information. So I'm just going to add an item quickly just to show you how to add a new line item. And in this case you would select the machine.
And I'm just going to fill in some of these options. So going to select a paper just to show that we have the in position. I'm going to select the larger paper size here and then run size and a flat size and you can see the in position.
And then there are more options here. You can also go ahead and you can do a price override. You just put in the price over here.
You can also add markup at any time. You can link it to a vendor. All these things can be done when creating a new estimate.
So here is our line item that's been added. Once you do that, you can take a down payment from here. So if you want it on, you check this uh on.
If you want it off, you uncheck it as I just did. And you can make it zero. And there's no down payment.
Just for test purposes, I'm going to keep it at 50%. And then if you want as well, you can take the signature from the customer. You can have them upload art.
You can force them, which I'll do. You can also have the estimates resent based on a time interval, which is predefined in the settings, and you can change at any time. For this demo, I'm just going to turn it off.
And then you just click on create estimate. Now the estimate has been created. We can see it over here.
And then you can see as well you can expand see all the information and to send the estimate you just click on send estimate which will load the predefined email template which is explained in other videos and you just click on send email. So this email has now been sent. You can see also you can send it by text message and I'm just going to select copy link just to show you what this looks like for the customer.
You could also do this. This is the same link that's sent to the customer, the email. What this will do is log the customer into the portal, which is built into the system.
There's nothing you have to do. Anytime you create a new contact, it already will add that customer to the portal. You can see that the estimates will will load.
And you can see in this case also this is a branded portal, which is also something that can be set up. We have videos showing how to do it. And in this case, we also have the pictures.
Shops have asked for this feature so that the customer, if you upload uh any file, the customer can actually see the images. Most shops want this turned off, but I'm just showing it in this case. And you can see it shows everything to the customer.
You can customize the fields that are shown here. You can rename the fields. Any custom fields that were added can be shown here.
And from here the customer can have comments going back and forth between themselves and the salesperson. Not a commonly used feature but it is here. They can the customer can click on edit.
So if you have something for example with multiple quantities they can select what they want to move forward with making it easy. You can send the customer full laundry list. It's going to update the estimate on the fly for the customer.
And because we turned on the prepayment, you can see that they can just uh click on prepayment to pay for this uh to make the down payment. They can select the previously used card or a new card. Let me just go back to the estimate.
I'm just going to do a screen refresh. This video is a bit longer than I want it, but I'm going as quick as I can. Let's take off that down payment.
Set it to zero. And let's click on update estimate. And let's go back to the customer side.
Just do a screen refresh. And you'll see that rather than prepayment and now it says accept cuz we took off the uh down payment option. And then the customer can click on accept because we asked for the for them to upload the art which was shown how to do it.
And it doesn't have to it can be an optional thing for them. So, I'm just going to select a file, whatever it is. So, the customer is now uploading art.
They click on submit. And this will now convert from an estimate to an order in front of the customer's eyes. You'll see it's now an order.
And from the user side, if you go to orders, you will see that a new order has been generated. Here it is. It's given a status new.
These things can all be explained how it's done. Here's the artwork that the customer uploaded. Everything is here.
So, this is the workflow of how to create a new estimate. Send it to the customer and for the customer to convert the order. One thing here to note is you can always at any time just do a manual convert.
You don't have to wait for the customer. shops have asked for this feature cuz obviously sometimes you want to be able to convert it from an estimated order um from the user side. Thank you.
