Creating Estimates is an integral part of your FP system. Estimates are most often used as the client facing description of the work you would do, and the associated prices, should a client choose to work with your agency.
Estimates have four status options - In Review, Submitted, Approved and Declined - and we recommend you use these statuses to track your Estimates.
Please review this article to learn more about these statuses, and how and when your agency might use them.
Where the Estimate Status Appears
Once an Estimate has been created in your system, the four Estimate Approval Statuses will show on the Basic Info tab.
What Each Status Means
In Review: Any new Estimate that is added into the system will default to the status of "In Review". Estimates that are created by your staff members, as well as those created by your FP Portal users will initially be in this status.
Estimates that are In Review, allow you to make edits and tweaks without saving a revision history unless you specifically click the Create Revision button.
Keeping Estimates as In Review can be a good plan, until the full scope of the Job has been discussed and confirmed with the client.
Submitted: Use this status to mark the date that you've sent the Estimate off to be looked at by your client. Some FP users also use this status to indicate that the Estimate has been passed over to a colleague for a final approval before sending to the client. Use this status in whichever way best suits your agency.
Mark an Estimate as Submitted by either clicking that radio button status name, or by using the Notify Client button. Note that the Notify Client function will only work if you have both an Estimate Contact on record, and that Estimate Contact has a valid email address on their Contact page.
Estimates in the Submitted status are visible on the FP Portal to users with the proper portal permissions. Changes can be made to Estimates in the Submitted status without saving a revision history, unless you specifically click the Create Revision button.
Approved: Use this status to indicate that the client has signed off on the Estimate content. Marking an Estimate as Approved, means that any further changes made to it, will automatically save an historical version, and active version. Historical versions of the Estimate store under the Revisions tab.
New versions of the Estimate keep the same number, but store with a revision number at the ed. For example, if I made a revision to this Estimate number 1347, it would now be Estimate 1347 r1. Another revision would be Estimate 1347 r2 and so on.
Declined: Should you not land the work and the Estimate is not signed off on, mark it as Declined. As with the Approved status, should you make edits to a Declined Estimate, they will store under the Revisions tab with an "r" + revision number at the end of the Estimate number.
Staff members at the agency can choose to get in-system and/ or email alerts should the status of an Estimate be changed.
Find & Report On Estimates by Status
One of the benefits of using Estimate Statuses is that you'll easily be able to pull lists of Estimates based on their status. To begin, hover over Estimates in the main navigation bar, and choose Find Estimate.
Search for Estimates by Approval Status, or by any other combination of information.
For example you might want to find all of the Estimates in a Submitted status, so you can follow up with those potential clients. Or perhaps you want to examine any Estimates with a status of Declined, to see if you can determine any common thread there.
Click Find Estimates when ready.
From the resulting list view, you can choose to change what you see on screen, as well as the order of the column content using the Manage Columns button.
You can also choose to use the CSV option to push the on-screen content, or all the related Estimate content to a spreadsheet - best opened using a program such as Excel. You can also click the Print icon to get a PDF printout of the on-screen content. This PDF includes a Total row at the bottom, allowing you to quickly and easily see the overall values of whatever listing of Estimates you've generated.
We encourage you to use Estimate Statuses as a way to track your proposed work. And we welcome your questions or concerns: firstname.lastname@example.org