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Sales & Finance

Last Update 3 months ago

Sales & Finance: Setting Up Your Price Book ℮ Creating & Managing Estimates 🧾 Invoices & Payments

℮ Creating & Managing Estimates

Jeremy Mckinney

Last Update 3 months ago

In CrewOpsPro, an Estimate is more than just a price quote—it is the starting point of your job workflow. You can create professional PDFs, use AI to calculate profitable pricing, and convert approved quotes into scheduled jobs with a single click.

1. Creating a New Estimate

You can start an estimate from the Estimates tab or directly from a Client Profile.
1. Basic Info: Select the Client and the specific Property.


2. Add Line Items:

  • From Price Book: Click "Add Item" to search your catalog for standard services (e.g., "Water Heater Install"). The description and price will auto-fill.    
  • Custom Items: Manually type a description and price for unique, one-off tasks.
3. Adjustments:
  • Discounts: Apply a flat dollar amount or percentage discount (e.g., "Senior Discount").    
  • Tax: Ensure the "Taxable" box is checked for relevant line items. The system calculates the total based on your tax settings.    
  • Deposits: Require a deposit (e.g., 50% or $500) upfront. This will be reflected on the PDF and tracked in the invoice later.

2. Using the AI "Smart Estimator"

Stop guessing your prices. The Smart Estimator uses AI to analyze job complexity and local market data to recommend profitable pricing.
1. Click the "Smart Estimator" button inside the estimate builder.

2. Enter Details: Input the Job Description, Trade Type (e.g., Plumbing), and ZIP Code.

3. Get Recommendation: The AI (Gemini 2.5 Flash model) analyzes the inputs to generate a breakdown of:

  • Estimated Labor Hours & Rates.    
  • Material Costs.    
  • Overhead & Profit Margins.
4. Apply: Click "Use These Line Items" to automatically populate your estimate with the recommended services and pricing.

3. Scheduled Estimates (On-Site Visits)

Sometimes you need to see the job before quoting it. A Scheduled Estimate acts like a job appointment.
1. When creating the estimate, select "Schedule Site Visit".

2. Choose a Date and Time.

3. Assign a Technician: This puts the appointment on their schedule and mobile app.

4. Workflow: The technician visits the site, adds photos and line items via the mobile app, and then sends the completed quote to the customer.

4. Sending to the Client

Once your estimate is ready, you can deliver it instantly via three methods:

• Email: Sends a professional HTML email with a PDF attachment and a link to the portal.

• SMS: Sends a text message with a secure link to view the quote on their phone.

• Customer Portal: The estimate automatically appears in the client's portal dashboard.

5. Client Approval & Signatures

Clients do not need to call you to say "Yes."

1. They open the link on their phone or computer.

2. They review the line items and total.

3. Action: They click "Approve" or "Decline".

  • Signatures: You can require an e-signature for approval.    
  • Feedback: If declined, they can select a reason (e.g., "Price too high").
4. Notification: You receive an instant alert when the status changes.

6. Converting to a Job (The "One-Click" Flow)

Once an estimate is Approved, you don't need to re-type anything.
1. Open the Approved Estimate.

2. Click "Convert to Job".

3. What Happens:

  • A new Job record is created.    
  • All line items, descriptions, and photos are copied over.    
  • The client and property are linked.    
  • The status updates to Scheduled.

4. You can now simply assign a technician and pick a date.

7. Estimate Status Guide

• Draft: Work in progress; not visible to the client.

• Sent: Emailed/Texted to the client; waiting for a response.

• Approved: Client accepted the quote.

• Declined: Client rejected the quote.

• Converted: The estimate has been turned into an active job.

• Expired: The "Valid Until" date has passed.

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