Quick Start Guide

Welcome to Eazimate

We aim to provide a quick and efficient setup process. For more detailed assistance, please utilise the keyword search feature located in the orange Help Beacon at the bottom left corner of the Eazimate screens. Alternatively, click on Quick Start Guide at top of each Eazimate screen.

We recommend adhering to the following setup sequence accessible through the main menu.

Access Settings to complete account information and preferences.
Review Library Snippets (see Review Library Snippets below)
Access Suppliers to enter supplier details.
Access Items List to update or add Categories and item details (e.g. pricing and suppliers).
Access Customers to add new customers (Alternatively, this can be done when initiating an Estimate).

You can now start the process of building an Estimate.

Access Estimate to create the estimate details (including Customer information if not already provided).
Add the necessary items for the estimate.
- Alternatively, during the estimate creation, copy a job from a previous client or select a template as your starting point.
Click Send to email the Quote letter to the Customer.
Generate the orders for Suppliers and email them after the Customer approves the Quote.

When the customer acceptance process completes the estimate changes status into a Job.

You can now start setting up a Call forward for the management of job-related activities,

create Variations (if required) and Invoice the customer.

Screen Settings

The screenshot below illustrates the main screen account settings, full-page toggle, screen background toggle, on-screen help assist function, and history of supplier/customer communication. Click on the image to expand.

Using the Help Function

Eazimate includes a built-in Help function. Click the Question mark beacon and search for the information. For example, entering the word 'variations' will return the Variations Help document.

The 'Applying Variations' document will be displayed. Click on the document to view it, or select the expand icon in the red circle highlighted in the screen shot below to maximize it and view a full page. You can also print and access other Help Documents. Click X to exit.

The Quick Start Guide is available at the top of each screen to quickly get you started.

Menu Options

Dashboard: This is the landing page for your Eazimate software. It contains Invoice summary, Order summary, job profitability and Call Forward Summary.

Call Forwards: This is an optional job management system that provides a summarised insight into Job activity. It's beneficial where mutilple activities occur across many Jobs, or activities within a Job.

Once the quote has been accepted by the customer, and orders to the supplier(s) generated, you can +Add a Call Forward for additional tasks in a Job.

Estimates: This is where you create the Estimate. Alternatively, you can start a new Estimate from the Dashboard by clicking + Estimate.

Jobs: Jobs are Estimates (Quotes) that have been accepted by the customer. Jobs contains information on current and past jobs including job details, variations, supplier orders and invoices etc.

Customers: Provides a list of all current and past customers (whether you won the Job or not). When starting a new Estimate you can setup your customer here or during the Estimate build process.

Items List: Use the Items list to include or remove all the products and services by category required to formulate an estimate. For instance, a Category could be Bathroom Taps and the Items could represent each type of bathroom tap. Initial categories and items are preloaded based on the industry you specified during the registration process. e.g. Plumber; Electrician; Landscaper etc

We suggest you update the list, including pricing and suppliers before you start estimating.

Apply the Supplier against each item.

You can add the Item price information here or add the price during the Estimate creation.

Suppliers: Contains a list of your suppliers and history of Orders.

Templates: Develop and maintain templates for use (and customization if necessary) in constructing new Estimates. Please be aware that while creating an Estimate, you have the option to duplicate from a past Estimate or Job and make the necessary adjustments. Additionally, it is possible to copy a previous job to start your quote.

Library: Contains Snippets, Files and Photos. Snippets are the editable sections of your customer email or quote that contain Terms & Conditions, Trading Terms, Invoice information etc. Files & Photos libraries are available to store any related working documents and photos for that Job.

My Accounts: Provides details of your Eazimate account and current users.

Settings: Used during the setup phase of your account. Please input your company information, logo, profile details, and units of measurement. These details can be modified at any point. You also have the option to invite extra team members to Eazimate.

This section is also where you integrate to Xero by selecting Integrations

Load Your Company Details

Go to Settings
Complete Company Information.
Upload your logo. This will appear on all your documents.
Select your unit of measure preferences

Review Library Snippets

Snippets are text fields used in the customer Quotes and Supplier PO and emails. These fields provide Quote Introduction, Terms & Conditions, Trading Terms, Email text, Variations T&C, and more. While default text has been provided, you have the flexibility to copy, edit and apply your own wording for each snippet within the Library section.

Go to Library. Select Snippets
You have a few options. a. Keep the default Snippets as is, make changes to the default Snippet or b. create your own copy of a Snippet.
1. Edit default snippet. You can make changes by selecting the edit icon. Note that in a number of snippets there are links to information that are automatically added to your quote/variation/email. These are identified by parenthesis e.g Hi {customer}. it's important that these are not deleted or changed as they are used to build the Quote Letter. in this example the customer's name is added to the Quote Letter.
2. Create your own Snippet. Click the copy icon on the snippet you wish to copy. You now have 2 snippets of the same name as per the screenshot below. Make your changes to the copy snippet and click the green arrow to accept. To ensure your new copied snippet will be used instead of the default snippet tick the Default box.

Editing within the Quote Letter

If the Quote Introduction (set up in Snippets) needs to be customised for each quote (e.g. adding a unique Scope of Works), you have the ability to edit the Quote Introduction in the Quote Letter menu (as shown in the example below).

Additionally, you can also modify the Terms & Conditions and Quote Instructions within the Quote Letter, however the {quote terms} can only be changed in Settings.

Enter Suppliers

Adding, deleting or editing Suppliers should be done before the estimate is create.

Note: Suppliers need to be setup before you can send Orders.

You should also include your own company as a Supplier if your business is providing the labor and/or materials.

Go to Suppliers in main menu
Select + Add Supplier

Once suppliers are set up, you can assign the supplier to the estimate item from a drop-down list of suppliers when creating the estimate or updating your items list.

Adding, deleting, or editing suppliers can be done at any time by navigating to the Suppliers section in the main menu, identifying the specific supplier, and selecting Manage.

Select Edit to make modifications. Take note of the sub-heading Orders - this section displays a historical list of orders for the selected supplier.

Update Categories and Items List

Before starting an estimate, it is advisable to update your Items list with the pricing and supplier details for each item description (within the Category) intended for use in your estimate. Additional categories and items can be added or edited from the Items list to tailor to your estimating needs.

Starting a New Estimate

It is assumed before starting the Estimate you have completed-

Your company account details
Your setting preferences (snippets, units of measure etc)
Your main suppliers
Your Categories and Items (inc Price and Supplier of each item)

You are now ready to start estimating.

Go to Estimates
- Select +New Estimate
- follow the prompts to Add new customer or Look up to select existing customer
- Select a new or existing template or copy from a previous job or estimate
Enter any Photos, Files or Information relating to the Estimate
Select Estimate costings to start entering Estimate particulars.

After setting up the Customer a working screen appears. Select Manage. Notice that status is in Draft mode.
Select Manage Item. A list of suggested Categories and Items will be displayed based on the trade you selected during the registration process. Items are the components that constitute a Category, for example, the Category "Shower Fitment" includes Item descriptions like "Liano Shower Rail" and "Delivery." You can explore the Category to view the corresponding Items.
Select the items and Add items to build your estimate. You can add new Categories and Items whenever needed by going the the Items List on the main menu. Click Save.
Select the edit icon (Pen icon) and enter the pricing and supplier information for that item if you have not already done so in the Items list and Supplier menus. If you have updated this information in the Items and Supplier menus (recommended), the information will appear automatically.

Adding Categories and Items not in the Suggested List

The Categories and Items provided are recommendations. You can add or modify items by accessing the Item List in the main menu and following the instructions, or by choosing Manage Items and then + New Category within the Estimate section. After completing this process, return to the estimate, and the newly added or modified items will be visible in the Manage Items list. Ensure to include pricing and supplier details for each item if they have not already been provided.

Click Save once finished.

Add Unit Price and Margins

Ensure that your Suppliers are set up in the Supplier main menu. If you have not input the Item information before commencing the Estimate creation process, you can modify each item by clicking on Edit (Pen icon) located at the far right of the screen. Provide the item details including price, margin, units of measure, and so on. Don't forget to Save before exiting the page.

Sending to the Customer

After creating and saving the estimate, a Quote Letter is automatically generated. Select the Quote Letter.

Prior to sending the quotation to the customer, it is recommended to review and ensure the quote is comprehensive. Click on Details: Quote Introduction, Terms and Conditions, and Quote Instructions to customize the details to be included in the quotation.

Within the Details section, you have the option to adjust the level of pricing information displayed on the Quote. For example, you can choose to include only category totals, show only the total quote amount, or alternatively, select 'include items' to provide a fully itemized quote.

Once all the information has been verified for accuracy, please proceed to review the quote letter.

You can now send it to the customer by clicking Send. The status of the job will automatically be updated to Quoted.

The customer will then receive an email from your email address you input in Settings with the PDF Quote Letter attached. If you use a Tender/Addenda you may attach to the email and send at the same time.

Customer Acceptance

Once the customer has accepted the quote verbally or via email, proceed to the Estimate section and choose Estimate Costings. Then, click on Accept. The act of acceptance will automatically update the status of the Estimate from "Quoted" to "Pre-start" and transition the Estimate into a Job. You can now create the Orders, use the Call Forward program and Invoice at any time.

Invoicing

You have the flexibility to invoice by selecting Invoices from the sub menu line at any time for any amount, for example, a percentage of the total, a fixed amount, the remaining amount, or a credit amount. Payments can also be registered on the Invoice Screen.

The details you selected in the Quote Letter menu (for example, include categories, include items, show totals for categories, show item totals) will also be replicated on the invoice. If you select none of these options, the invoice total will only appear.

In the following example, the job 'Williams Bathroom Upgrade' has been completed.

For more information, search for Invoicing in the Help Beacon.

Add or Delete Team Members and Account

To add a user under your account go to menu option My Accounts, click on your account then select Invite Team Member. The team member will be notified via email.

To delete a user or cancel your subscription, go to Settings; Billing ; Update Billing info; then select Cancel Plan. Under Billing you can also change the type of plan e.g. Standard or Professional.