Create estimates and jobs

Learn how to detail project costs, turn approved estimates into jobs, and track everything from start to finish.

Creating estimates and jobs in CrewCost helps you give accurate quotes keep projects organized. 

Create an estimate

To create an new estimate:

1. Go to Job Center. In the sub-tab, select Estimates. 
2. Select New Estimate.
   
   
   
   
3. In Essentials, complete the necessary information:
   
   

• • Customer: The name of the client associated with the transaction. This field is essential for tracking which customer the job or invoice is linked to.
  • Email: The email address of the customer. This is used for communication purposes and can be important for sending invoices, receipts, or updates.
  • Address: The physical address of the customer. This is typically used for billing or shipping purposes, depending on the nature of the transaction.
  • Job (optional): This refers to the specific project or job associated with the transaction. Linking the transaction to a job helps in tracking expenses, revenue, and progress related to that job, but it’s not mandatory to fill this field.
  • Transaction Date: The date on which the transaction is recorded. This is crucial for accurate accounting and financial tracking.
  • Expiration Date: The date when the offer or contract expires. This field is often used in proposals or estimates to set a time limit on the terms being offered.
  • Status (Draft, Accepted, Closed): This field indicates the current status of the transaction.
    • Draft: The transaction is in progress and not yet finalized.
    • Accepted: The transaction has been approved or agreed upon by the relevant parties.
    • Closed: The transaction is complete, and no further actions are required.
  • No.: The reference number for the transaction, often automatically generated. This helps in tracking and referencing the specific transaction within the system.

4. In Items, fill the necessary information:

• • Description: A brief summary or explanation of the product or service. This helps clarify what the item is for and how it should be used in the context of the job.

• • Cost Code: A specific code used to categorize and track expenses related to the product or service within a project. Cost codes help in organizing costs and linking them to the appropriate parts of the budget.
  • Cost Type: Defines the nature of the cost. Options include:
    • Material: Costs related to physical materials needed for the job.
    • Labor: Costs associated with workforce and labor hours.
    • Equipment: Costs for using or renting machinery and equipment.
    • Other: Any other miscellaneous costs that don't fit into the standard categories.
    • Subcontract: Costs related to hiring external contractors to perform specific tasks.
  • Qty (Quantity): The amount or number of units of the product or service being used or purchased.

• • Cost: The unit price of the item or service. This is the base cost before any additional charges or markups are added.
  • Total Cost: The overall cost for the quantity of the item or service, calculated by multiplying the unit cost by the quantity.
  • Markup: The additional percentage or amount added to the base cost to account for profit or overhead. This helps in determining the sales price.
  • Total Price: The final selling price of the item or service, including the base cost and any applied markup. This is the price that will be charged to the client or project.

5. In Additional Details, you can optionally Manage Your Default Inclusions and Exclusions.

 

This option allows you to set and view the standard inclusions and exclusions that apply to your projects. You can review, edit, or add details to these defaults to ensure they align with each specific project's needs.

6. Select Save to complete the process. 

Instructions

To create a new job:

1. Go to Job Center. In the sub-tab, select Jobs.
2.  Select New Job.
   
    
3. In Job Information, fill the details:

• Job No.
• Name
• Customer
• Project Manager
• Address
• Tax Rate
• Estimated Start/End Dates

4. Select Next. 
5. In Budgets, you can add multiple new items. For that, select New Item and fill the information:

• • Cost Code

• • Cost Type 
    • Material
    • Labor
    • Equipment
    • Other
    • Subcontract
  • Budget

6. Select Next.
7. In Contract, fill the information for the Summary, including:

• • Number
  • Company
  • Revenue Account
  • Contract Date (optional)
  • Retainage

You can also add multiple items in Schedule of Values by filling the information:

• • Product
  • Cost Code
  • Cost Type
  • Tax (optional)

8. Also, you can optionally add additional details. Then, select Next. 

After filling out the main job or project details, you can include additional details that can further clarify the scope or specific conditions of the job.

• Includes (+): This section allows you to specify any items, services, or conditions that are part of the job or contract. For example, you can include materials, specific tasks, or explicitly agreed-upon features. 
• Excludes (-): Conversely, the Excludes section is where you can list items, services, or conditions that are not part of the job or contract. This helps set clear boundaries, ensuring that the client understands what they will need to arrange or pay for separately. 

8. In the Confirm section, check if all the information is correct. Then, select Finish to complete the process.

What's next?

Keep exploring our platform by taking the next step: Add expenses to a job page.