Customer orders

After you've built out your budget, it's time to send it to the customer for approval. There is a laundry list of names that are used to describe this agreement, most notably estimate, proposal, quote, contract, or change order. JobTread uses the blanket term "customer order" but you can change what appears on your documents in your organization settings.


Create Proposal

To create a new Proposal, go to a job, click “+ New Document” in the top right of the page, and select the “Customer Order” template you would like to use.

Note: If you prefer to call your documents something other than the default “Proposal” and "Change Order" you can rename or create new document templates in your organization settings.

Clicking New Document takes you to a screen that allows you to select the items you’d like to include in this customer order. By default, all items from your budget that haven’t been added to a Customer Order before will be selected. Select or deselect the budget items you'd like to include on the customer order and click “Create”.


Preview Tab

From this tab you can see a Draft preview of your Estimate, send/change status, adjust basic document info, add files, and alter settings.

Settings

The settings button towards the top right allows you to set the due date for your customer to sign and agree to the terms of your proposal and set the tax rate. If your customer has tax turned off, the tax rate will be defaulted to zero.

A variety of display settings are also available to customize how the information will be seen.

  • Show Line Items - allows you to show or hide all the line items in your budget. Hiding all line items is helpful for cases where you just want to show the customer a total price for the project and none of the details.
  • Show Quantity and Unit - allows you to show or hide the quantity, unit, and unit metrics for each line item.
  • Show Line Item Totals - allows you to show or hide the total cost or price for each line item.
  • Show Cost and Fee - Enabling this option will show item costs and add Total Cost and Total Fee lines above the subtotal. This is commonly used for Cost-Plus jobs.

Customer Order Actions

  • Send to Customer - When you are ready to send the proposal to your customer, click the “Send to Customer” link on the right side of the screen (Note, you also have the option to “Require Customer Signature” to sign off on their pricing). This will move your proposal to “Pending” status and email your customer a link they can use to enter their customer portal to review the document, upload any files that might be helpful, add comments or feedback, and submit their electronic signature.
  • Mark as Pending - If you do not have an email address or you’d prefer to just hand it off to your customer to review and get back with you at a later point, you have the option to select “Mark as Pending”. This is a quick way to notate in the system that you have sent out a proposal to the customer.
  • Mark as Approved - Occasionally your customer will approve the order by responding via text, email or verbally. If this is the case, you can go into the proposal and manually approve it by choosing the “Mark as Approved” option to finalize the contract and change the status to “Approved”. Note, you'll be asked to provide a reason - this can be a short comment about how the bid was received - i.e. approved via email)
  • Generate PDF - If you want to generate a PDF of your document that you can print off or save to your files you can select the “Generate PDF” link.
  • Clone Estimate - The “Clone Estimate” option is helpful for quickly creating a copy of the proposal. This will be an exact clone, except any files previously attached will need to be re-added.

Customer Order Statuses

There are three different statuses to help you quickly see where you stand with each request.

  • Draft - When a proposal is created, it will start in Draft status. While in Draft status, you can make all the edits you need to the document to customize it for your recipient.
  • Pending - Pending status indicates your scope of work has been sent out but not yet received. Your proposal will be marked as Pending when you “Send to Vendor” or manually “Mark as Pending”. While in Pending status, you will no longer be able to edit the proposal.
  • Approved - When the customer approves the order, it will set the Budgeted Cost, Approved Price, and Budget profit columns of your budget and change the status of the document to “Approved”. After the terms have been agreed to, let the work commence! Customer invoices can now be generated directly from the order.

Edit Items Tab

If you would like to add/remove or edit any line items on this document, click on the “Edit Items” tab towards the top of the screen. This will bring you to a screen with all the information available to be displayed on your customer order. From here you have a number of options to customize your document.

Note: The changes you make are specific to the document and will not be applied back in your budget. For example, if you click on a line item and adjust the description, this will only impact the document that you're editing - it will not be copied back to the budget. This allows you to customize the information presented to your customers without affecting your budget. If you'd like to write out a longer explanation about the scope of work, or maybe clarify the details of individual line items, simply click on those sections and make your desired changes.

Toggle Visibility

The eye icon controls visibility and can be found to the right of the name for each item and cost group. Clicking the eye icon (puts a slash through the eye) at the cost group level will hide all the sub items and sub groups contained in that group. Clicking the eye on individual items will hide the quantity, unit, and unit price for that item.

Mass Actions

Selecting the check box on the far left will bring up a set of actions for the item(s) selected. With the selected items, you can:

  • Set quantity to - updates the quantity for all selected items. This will subsequently update your extended cost and extended price.
  • Multiply quantity by - this option adds or reduces the quantity of each item proportionally by the multiplier you set. For example, if you wanted to add an extra 10% allowance for waste, you could select the items and enter 1.1.
  • Set unit cost to - This action updates the unit cost for all items selected, which in turn updates the extended cost and unit price based on the margin.
  • Set extend cost to - This action updates the extended cost for each selected item, which in turn updates the item’s
  • Set unit price to - This action updates the unit price for each selected item, which in turn updates the item’s margin and extended price.
  • Set extended price to - This action updates the extended price for each selected item, which in turn updates the item’s
  • Set profit to - This action updates the dollar profit amount for each selected item, which in turn updates the item’s
  • Set margin to - This action updates the extended price for each selected item, which in turn updates the item’s
  • Show quantity and unit - This action will allow you to set the document visibility to “Yes” or “No”. Selecting “Yes” will show the quantity and unit for each item; selecting “No” will hide the quantity and unit.
  • Show sub items - This action applies only to cost groups and will bring up a new field to select “Yes” or “No”. Selecting “Yes” will show all sub items; selecting “No” will hide all sub items.
  • Show sub item totals - This action applies only to cost groups and will bring up a new field to select “Yes” or “No”. Selecting “Yes” will show all sub items total price; selecting “No” will hide all sub items total price.
  • Move into cost group - This action allows you to move selected items into any existing cost group or out of all cost groups as top level items. You can also move cost groups into other cost groups to create sub cost groups.
  • Set taxable status to - This action will bring up a new field to select “Yes” or “No”. Selecting “Yes” will turn taxes on for the selected items; selecting “No” will turn taxes off for the selected items.

Add or Remove Items

If you need to add or remove items to your Customer Order, you can click the “+ Add or remove items” button and the full list of items from your budget will pop up. From here you can check or uncheck any items you need.

Add Cost Group

If you need to add a new cost group, you can select the “New Cost Group” button at the bottom left of the Edit Items table.

Upload Files

If you have any photos, videos, or files you would like to add to your Customer Order, you can click to add them from your device of choice or drag and drop them directly into the uploader.


Viewing Customer Orders in the Budget

From the budget tab, you can view all “Customer Orders” by clicking on the Budgeted Cost or Approved Price columns found in the budget.