Add or edit costs on a quote or estimate

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

Add a single cost

To add a single cost 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 want to add a cost to.
3. On the quote or estimate information screen, do one of the following:
1. Under the Costs section, select New Cost.
2. On the Folders tab, select Add cost (use this option if you have folders on your quote or estimate).
4. On the New Quote Cost or New Estimate Cost screen, fill in the details of the cost. As you enter text into the description field, WorkflowMax will show you matches of costs already in the Cost Admin database. You can select one, or add a new cost type. If you add a new cost, it will not automatically add to the Cost Admin database. If you want to use this cost again, you can add it to the Cost Admin database.
   • Data fields reference

     Field	Description
     Description	Description of the item whose cost is to be included in the quote. The text you type is matched against the cost items, stored in the Cost Admin database (Business > Settings > Costs), so that you can select one of these items if you wish. Alternatively, you can just type in details of a new cost item (which is added to the quote but not to the Cost Admin database).
     Quantity	Number of items to include in the quote.
     Unit Cost	The cost per item.
     Unit Price	The price of each item based on the Unit Cost and the markup. It is calculated automatically if you have a markup % set in your Organisation Settings > Cost > Markup %. However you can override the Markup % by specifying a different value in the Calculate Markup dialog, or by typing a value directly into the Unit Price field.
     Supplier	The name of the supplier for this cost item. Select from the drop-down list, as required.
     Code	A reference code for the cost item, if applicable. This is the manufacturer's or supplier's reference code.
     Folder	A folder to associate the cost with. A cost can be associated with a folder only if the Fixed option is selected (see Fixed/Optional below).
     Billable	This checkbox indicates if the costs for the item are to be included in the quote. If the checkbox is deselected, the item quantity, cost and price details are included in the quote, but with a zero total cost.
     Tax	The tax name and rate to apply to the quote. If you have a second tax rate set up in your Organisation Settings > Financial settings, both rates are shown. Select the required rate.
     Notes	Any comments or notes relating to the item.
     Fixed/Optional	These option buttons are displayed only when editing a cost in a quote or estimate.  If Fixed is selected, the cost can be associated with a specific folder. If Fixed is selected and no folder is specified, the cost is associated with the Unassigned folder. If Optional is selected, the cost is not (and cannot be) associated with a specific folder. To move a cost out of a folder and into the list of optional costs, edit the cost and select Optional. When adding a cost to a quote, Fixed is the default setting.

5. Save your changes. 

   If you need to add several costs to the quote, use Save & Add. This adds the new cost to the quote/estimate but remains on the New Quote Cost screen, so you can add another cost.

Add multiple costs at once

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

To add multiple costs to a quote or estimate:

1. On the quote or estimate information screen, select Add Multiple Cost.

   The Add Multiple Cost button is available only if you have no more than 1500 cost items on file.

2. On the New Quote Cost or New Estimate Cost screen, select a cost item to include. The items listed are cost items stored in the Cost Admin database (Business > Settings > Costs).

3. For the selected cost item, add the quantity and unit cost of it.

   • Data fields reference

     Field	Description
     Quantity	The number of items to include in the quote.
     Unit Cost	The unit cost of each item.

4. Repeat Steps 2–3 to include as many costs as required in the quote.
5. Save your changes. The cost information is added to the current draft quote.

Edit costs

To edit a cost in a quote or estimate:

1. In the Business menu, select Quotes.
2. Drill down on the number of the draft quote or estimate you want to edit costs for.
3. On the quote/estimate detail screen, click on the name of the cost you wish to edit. If you have folders on the quote or estimate, you may need to open the folder to see the costs it contains.
4. On the Edit Quote Cost or Edit Estimate Cost screen, add or change any information as required. As you enter text into the description field, WorkflowMax will show you matches of costs already in the Cost Admin database. You can select one, or add a new cost type. If you add a new cost, it will not automatically add to the Cost Admin database. If you want to use this cost again, you can add it to the Cost Admin database.
   • Data fields reference

     Field	Description
     Description	Description of the item whose cost is to be included in the quote. The text you type is matched against the cost items, stored in the Cost Admin database (Business > Settings > Costs), so that you can select one of these items if you wish. Alternatively, you can just type in details of a new cost item (which is added to the quote but not to the Cost Admin database).
     Quantity	Number of items to include in the quote.
     Unit Cost	The cost per item.
     Unit Price	The price of each item based on the Unit Cost and the markup. It is calculated automatically if you have a markup % set in your Organisation Settings > Cost > Markup %. However you can override the Markup % by specifying a different value in the Calculate Markup dialog, or by typing a value directly into the Unit Price field.
     Supplier	The name of the supplier for this cost item. Select from the drop-down list, as required.
     Code	A reference code for the cost item, if applicable. This is the manufacturer's or supplier's reference code.
     Folder	A folder to associate the cost with. A cost can be associated with a folder only if the Fixed option is selected (see Fixed/Optional below).
     Billable	This checkbox indicates if the costs for the item are to be included in the quote. If the checkbox is deselected, the item quantity, cost and price details are included in the quote, but with a zero total cost.
     Tax	The tax name and rate to apply to the quote. If you have a second tax rate set up in your Organisation Settings > Financial settings, both rates are shown. Select the required rate.
     Notes	Any comments or notes relating to the item.
     Fixed/Optional	These option buttons are displayed only when editing a cost in a quote or estimate.  If Fixed is selected, the cost can be associated with a specific folder. If Fixed is selected and no folder is specified, the cost is associated with the Unassigned folder. If Optional is selected, the cost is not (and cannot be) associated with a specific folder. To move a cost out of a folder and into the list of optional costs, edit the cost and select Optional. When adding a cost to a quote, Fixed is the default setting.

5. Save your changes. 

More to explore...

• Add optional costs to a quote or estimate