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Quote & Invoice Centre

The Quote & Invoice Centre application allows you to create a professional looking quotes in minutes and invoices in seconds with minimal manual input. You have the option to include as many other personalised documents as you wish, such as promotional material, upselling offers, recommend to a friend offers etc.

Quotations

The quotation side of the application has three levels of functionality:

  1. Fully manual material and unit cost input

  2. Partially automated material and unit cost input

  3. Fully automated material and unit cost input

The fictional business that has been chosen to demonstrate some of the possibilities of this application is Franks Fencing, a fencer who is preparing a quotation for a closed board fence built with rails and individual 100mm featheredge, rather than panels.

At this point, it is important to remind you that this is purely an example and a delivered application would include every type of fencing and variation that Frank offers to his customers. The application is certainly not limited to fencers either. The principals of this application can be applied to any tradesman whose quotes are dependent upon measurements. If this is your business then you will see immediate benefits from using this software, just like Frank, once it has been tailored to your specific needs.

The full functionality of the quote side of Franks application allows him to simply enter the length and the height of the fence he has been asked to construct (along with the customer details of course) and the quote is automatically created for him. How does this work? In our example, the material requirements are wholly determined by the length and height of the fence, so the application can be programmed to calculate these requirements without Frank having to sit down with a pen and calculator to work it out himself. With a 100*1800 featheredge fence, he will be using three 2400 rails and six rail brackets (attached to the posts and rails by sixty screws) between each post. In the same section thirty two pieces of featheredge will sit on a 150*2400 gravel board, attached to the rails by ninety six nails. The fence required is 12 metres long so, with each section being 2.4 metres, there will be five sections requiring six 100*100*1800 posts, six met posts and nine bags of Postcrete (as Frank has told his Quote Creator that he uses a bag and a half per post). The labour cost is also calculated automatically as Frank charges per post. The same principles are used for a fence using 2400mm featheredge, but Frank uses 4 rails for this height so all materials that depend on the number of rails (brackets, nails, screws and the rails themselves) are adjusted accordingly in the demo.

Franks delivered application will also include the option of quoting for multiple runs because if he is enclosing a back garden, for example, he will have at least three measurements to input. He will also have options to add a percentage mark up to materials and include a wastage percentage for the featheredge. Once the material requirements have been calculated (which is instantly) they are presented in the input form meaning there is an option to adjust them if necessary before creating the quote.

With the measurements and customer details to hand, Frank can now prepare a quote and send it to his printer or attach it to an e-mail in under 2 minutes. How does this compare to the time you spend preparing quote?

At the lower end of the applications functionality, Frank calculates and enters the materials into the application himself, but the materials and their costs are held in a database, so he doesn't need to type them in, look up the unit price and calculate the totals - he simply selects the materials from the dropdown and enters the quantity required and the pricing is then completed automatically. For rarely used materials, the name and unit cost can be entered manually.

Levels 2 & 3 are both included within the core code and will require minimal configuration to work for you, making them a cost effective option. Level 1 requires a greater level of configuration and the costs of doing this to your requirements will be estimated and balanced against the possible benefits before proceeding. Please contact ian@willeveltd.co.uk to discuss your requirements in detail.

Invoicing

The invoicing side of the application has four types of functionality and all are included within the core software:

  1. Create an invoice manually: Create manually, using database items where they have been added to minimise manual input.

  2. Create an automatic invoice using a stored quotation: Create an invoice in seconds using the already stored information used when quoting for the  job

  3. Issue a reminder for a single unpaid invoice (manual selection): Select an unpaid invoice and create a reminder instantly.

  4. Issue bulk invoice reminders: Remind on all unpaid invoices issued before a specified date

Please see the User Guide for more detailed information about each function and watch the demo video below to see how easily you can deal with your invoicing.

So, how will this application be useful for you and your business if you're not a fencer?

The likelihood is that you are not a fencer and are reading this and thinking 'how is this relevant to me'? Well, if you're a general builder, bricklayer, a paver, a roofer, a plasterer, a decorator, tiler, carpet fitter/flooring installer, glazier or anybody else whose work uses standard materials or labour costs, the volume of which is based on measurements, then this application will save you plenty of precious time when preparing quotes for your customers and when it comes to invoicing, you will be preparing them within seconds when the quotation has been created within the application.

The application can be customised to be just perfect for you. To do exactly what you want it to do.

Please contact ian@willeveltd.co.uk to discuss your requirements in detail or for further information, and a demonstration video of the application in action, please see the following links:

 

Demo Video links

 

WHEN WE WORK TOGETHER, YOUR SUCCESS IS OUR SUCCESS

 

Services provided by Willeve Limited, trading as Willeve Office Services. Registered in England & Wales Company no. 12067675

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