Add or edit tasks on a quote or estimate

You can add or edit tasks on draft quotes or estimates only.

Before you begin

Before you can add a task to a quote you must first create the task. For further details, see create a task.

Add a single task

To add a single task to a quote or estimate:

1. In the Business menu, select Quotes.
2. Drill down on the number of the draft quote or estimate you would like to add tasks to. 
3. On the quote or estimate information screen, do one of the following:
1. Under the Tasks section, select New Task.
2. On the Folders tab, select Add task (use this option if you have folders on your quote or estimate).
4. On the New Quote Task or New Estimate Task screen, select the task from the drop down, and enter the information about the task. See the Data fields reference section below for more information on what each field is for.
   • Data fields reference

     Field	Description
     Task Information
     Task	The name of the task to include in the quote. Select the required task from the drop-down list.
     Estimated Time	The time (hr:min) that you expect it will take to perform the task. You can enter the time as hr:min (for example: 7:30) or as decimal 7.5 (7 ½ hours in both cases). The decimal value is converted automatically to minutes.
     Description	Any comments, reference information or other details that you wish to include in the quote.
     Label	A  label In WorkflowMax tasks, a label allows you to use the same task multiple times. The label is automatically appended to the task name. For example, in a specific job, designs are required for a brochure, flyer and a handbook. So, a label can be used to identify the Design task for each item: "Design - Brochure", "Design - Flyer" and "Design - Handbook".  to sub-divide the task into smaller parts, if required.
     Folder	Select a folder to assign this task to. If there are no folders on the quote or estimate, the Folder box is empty.
     Billing Information
     Billable Rate	The cost (per hour) for the work you are creating the quote for. The cost quoted to the client is calculated by multiplying the Estimated Time for the task by the task Billable Rate and adding any applicable tax (or taxes). This rate will be used if  task billing Task billing is a client billing method based on billable rates associated with specific tasks. This method is useful if you usually have standard rates for a specific task, regardless of which staff members are working on it. Compare Staff billing.  is in effect (see Organisation Settings > Task Invoice Rate).
     Tax	The tax to be added to the calculated billable cost. If you have a second tax rate set up in your Organisation Settings > Financial settings, both rates are shown. Select the required rate.
     The following fields are available only when Task Invoice Rate is set to Staff Billing.
     Staff	Staff that you are allocating to work on the job that this quote is for. Select a staff member from the drop-down list. When you select a staff member, the Estimated Time for the task and task Billable Rate fields are greyed out so that you cannot change them.
     Estimated Time	The time (hr:min) that the staff member is expected to work on the task. Select Add Staff to add the selected staff member to work on the task. The cost quoted to the client is the sum of all the staff costs (where the staff cost is the Estimated Time multiplied by the staff Billable Rate for each selected staff member).
     Billable Rate	The staff member's default billable rate for staff billing is displayed when you select a staff member. This rate is set in General Settings > Staff> Billable Rate and will be used if  staff billing Staff billing is a client billing method based on billable rates associated with specific staff members. This method is useful if you have several staff working on a task but wish to charge them out at different rates, based on their experience, for example. Compare Task billing.  is in effect (see Organisation Settings > Task Invoice Rate).

5. Save your changes. The task and cost information is added to the current draft quote.

Add multiple tasks

If you have folders on your quote or estimate, you can add multiple tasks to your quote or estimate then use the Manage folder option to assign each task to a specific folder, if you wish.

To add multiple tasks to a quote or estimate:

1. In the Business menu, select Quotes.
2. Drill down on the number of the draft quote or estimate you would like to add tasks to.
3. On the quote or estimate information screen, under the Tasks section, select Add Multiple Tasks.
4. On the New Quote Task or New Estimate Task screen, for each task you wish to add to the quote:
   • Select the checkbox to the left of the task name
   • (optional) provide a  label In WorkflowMax tasks, a label allows you to use the same task multiple times. The label is automatically appended to the task name. For example, in a specific job, designs are required for a brochure, flyer and a handbook. So, a label can be used to identify the Design task for each item: "Design - Brochure", "Design - Flyer" and "Design - Handbook". .
   • (optional) provide an estimated time (hr:min) to complete the task.
5. Save your changes. The selected tasks are added to the quote or estimate in alphabetical order. 
6. If you need to change the order of the tasks:
   1. Select Reorder Tasks (you may need to scroll down the screen first).
   2. Drag the tasks into the order of completion you require.
   3. Done to save your changes.

Edit tasks

To edit a task in a quote or estimate:

1. In the Business menu, select Quotes.
2. Drill down on the number of the quote or estimate you would like to edit tasks for.
3. On the quote/estimate detail screen, click on the name of the task you wish to edit. If you have folders on the quote or estimate, you may need to open the folder to see the tasks it contains.
4. On the Edit Quote Task or Edit Estimate Task screen, add or change any information as required.
   • Data fields reference

     Field	Description
     Task Information
     Task	The name of the task to include in the quote. Select the required task from the drop-down list.
     Estimated Time	The time (hr:min) that you expect it will take to perform the task. You can enter the time as hr:min (for example: 7:30) or as decimal 7.5 (7 ½ hours in both cases). The decimal value is converted
     Description	Any comments, reference information or other details that you wish to include in the quote.
     Label	A  label In WorkflowMax tasks, a label allows you to use the same task multiple times. The label is automatically appended to the task name. For example, in a specific job, designs are required for a brochure, flyer and a handbook. So, a label can be used to identify the Design task for each item: "Design - Brochure", "Design - Flyer" and "Design - Handbook".  to sub-divide the task into smaller parts, if required.
     Folder	Select a folder to assign this task to. If there are no folders on the quote or estimate, the Folder box is empty.
     Billing Information
     Billable Rate	The cost (per hour) for the work you are creating the quote for. The cost quoted to the client is calculated by multiplying the Estimated Time for the task by the task Billable Rate and adding any applicable tax (or taxes). This rate will be used if  task billing Task billing is a client billing method based on billable rates associated with specific tasks. This method is useful if you usually have standard rates for a specific task, regardless of which staff members are working on it. Compare Staff billing.  is in effect (see Organisation Settings > Task Invoice Rate).
     Tax	The tax to be added to the calculated billable cost. If you have a second tax rate set up in your Organisation Settings > Financial settings, both rates are shown. Select the required rate.
     The following fields are available only when Task Invoice Rate is set to Staff Billing.
     Staff	Staff that you are allocating to work on the job that this quote is for. Select a staff member from the drop-down list. When you select a staff member, the Estimated Time for the task and task Billable Rate fields are greyed out so that you cannot change them.
     Estimated Time	The time (hr:min) that the staff member is expected to work on the task. Select Add Staff to add the selected staff member to work on the task. The cost quoted to the client is the sum of all the staff costs (where the staff cost is the Estimated Time multiplied by the staff Billable Rate for each selected staff member).
     Billable Rate	The staff member's default billable rate for staff billing is displayed when you select a staff member. This rate is set in General Settings > Staff> Billable Rate and will be used if  staff billing Staff billing is a client billing method based on billable rates associated with specific staff members. This method is useful if you have several staff working on a task but wish to charge them out at different rates, based on their experience, for example. Compare Task billing.  is in effect (see Organisation Settings > Task Invoice Rate).

5. Save your changes. The task details are updated.