The use of estimates within the Ostara System differs from setting a fixed cost. Adding a Fixed Cost to a Work Order effectively sets the total cost of the Work Order for invoicing by the Contractor once the work order is completed – irrespective of the amount of labour or parts used. An estimate allows for a ‘ceiling’ cost to be applied to a Work Order, which ensures the cost of the Work Order will not exceed this estimate value, and once completed, the actual cost of the Work Order will be calculated based on the Labour, Parts and Miscellaneous costs. The work order will subsequently expect the invoice cost to match this actual cost.

On the Job Detail screen, select the <Set Estimate> action to display the ‘Set Estimate’ pop up where the user can enter all relevant costs.

Firstly, select the Contact by using the <Choose From List’>button and selecting a Contact from the list. This will then populate the Contact fields below. 

Next, provide the details of the quote. This include the impact of the work, how long the quote is valid for (measured in days), the number of personnel required and the cost of any parts, materials and labour. 

‘Labour Rates’ -  This allows the user to enter the estimated time on site and the associated costs. Users can choose from pre-agreed rates or enter new rates for the job. Multiple lines can be added for multiple trades/disciplines

‘Part’ - Any parts that are expected to be used can be added here

‘Equipment’ - Any equipment that is expected to be used can be added here

‘Misc Costs’ - Any misc. costs such as petrol or parking can be added here

‘Plant Costs’ - Any plant costs such as machinery hire can be added here

‘Rebates/Reductions’ - Any rebates/reductions should be added here as a negative number to ensure that these costs are taken away from the total cost

‘Sub Contractor’ -  Any costs for works to be be completed by a sub contractor should be added here

‘Total Cost’ - As the above costs are added, the ‘Total Cost’ field will automatically add up the costs being added

‘Notes’  - Enter any additional notes that may be relevant to the estimates

‘Upload Documents’ - Add any documents relevant to the estimate. This could include any pricing documents from your suppliers or costs provided by any sub contractors that may be required. 

Once all details have been entered, click <Save> to save the estimates.

Note: Please be aware that entering estimates does not affect the Total Cost of the job. Even with the estimates added, the system will still calculate as it normally does.

Permissions: Can Set Estimate, Can Set Estimate on Completed Jobs, Can Set Estimate on Invoiced Jobs