Since the initial release of Cashboard many customers have asked to rework the estimates section to accommodate different business types. I’m working on some design changes based on these requests while still attempting to keep it simple for everyone’s workflow.

• Using a generic quantity amount instead of hours OR being able to specify estimate units (weeks, words, bricks, etc…)
• Being able to clearly add items and materials to an estimate
• Taxing items on the estimate
• Adding a hidden markup
• Creating an invoice / purchase order from an estimate

That all being said, I have a few questions for those out there

1. If you use estimates, how are you utilizing them? Mostly hourly based, or flat fee?
   • Do you always convert those estimates to a project and work from that?
2. If you don’t use estimates, why not?

Looking forward to all of your responses.

To start off, I should mention I dont have clients logging into cashboard, I use cashboard to create my invoices, but I send invoices/estimates manually.

That said, I dont use Cashboard to create my estimates, pretty much because I create multipage pdf’s with an introductory letter, a breakdown of the work that will be undertaken, a breakdown of the costs for different stages (design, build and test for a normal website build) and then terms and conditions with a place to sign. It is just easier for me to work from a template in indesign than to try to create that sort of setup in Cashboard. I have taken a look at the pdf creater documentation that you use, and it has multipage features in it, but I didnt have free time at the time to try to get it to work.

I havent started yet, but I plan to start putting in estimates for jobs before commencing so I know what I’m working towards. That would be putting in the hours I estimated it would take.

Hope that helps Seth.

Estimates: I use the estimate to project feature all the time. Most of the times it is flat fee based, but I will usually have at least one hourly rate line item with a high and low price on it.

I also add a hidden markup for processing fees I incur…I would much rather be able to add the markup as a percentage that splits itself across the board on each item. I find that if I invoice part of the project I have a difficult time adjusting my prices so it makes sense. For example, if I need to account for a 3% credit card fee on the total bill, I would like each item to have the markup on it so that if they get invoiced before the project is completely done, then I still keep the markup intact.

Also, I wish the “details” of the estimate would translate over to the projects as well….I have found myself having to click three – four times to just check the terms that I put on my estimate and then go back to my project….

Projects:
As for another wish in this process, I have to do a lot of clicking to figure out if I have already invoiced for certain parts of the estimated project before the whole project is done. Some of my projects take 4-6 months to complete and I need to bill for costs incurred etc. before we are actually done. I believe you have safeguards in place to make sure things don’t get billed twice, but it would be great to have a better way to identify already billed items. Currently I have to go to the project and then click on Invoices so that I can then check and see what I have billed out….lots of clicks back and forth to make sure.

Thanks for allowing us this open forum to at least make our thoughts known….your program is fabulous and we know you are working hard to get it to be even better. Thx. T :)

@AdamJ

I think you’ll find Cashboard is setup pretty well to handle your workflow as-is. I designed the estimate section to work for my needs, which are basically the same as you describe ;)

You can actually insert HTML and Textile markup in the intro text and terms of agreement sections, which then get inserted above and below your estimate, with a place to sign if you print the PDF, or indicate agreement if you view online.

That’s not to mention the HTML/CSS/image customization you can do as well…

@tafgraphics

Interesting observations… I left notes off the project view on purpose, but you do make a valid point. I’ll have to think on that one a little bit.

I already feel the project task view is getting overloaded with a lot of information, but I’ll also think about the possibility of including a billed indicator for flat fee items. There is a large risk in complicating the UI there, as some people bill for time entries, and some for flat items. I suppose in either case I could show the “billed” flag on a task once it’s been imported to an invoice.

Making the program more powerful is great, but all of these decisions hinge on the ability to still keep it straightforward to operate.

I use estimates occasionally to track PO limits for certain tasks. Like @tafgraphics, I sometimes have to do a good bit of clicking to see if I’m getting close, especially for longer duration projects.

Currently, I’m creating a task for each PO line item. I set the task estimate to the not-to-exceed value. When I want to know how I’m doing, I’ll search-all for the task and observe the total hours, comparing that to the estimate.

I have yet to provide an estimate through cashboard to a client and convert it to a PO later. Probably, just my workflow though.

Hi Seth,

We use estimates. We don’t need any of your requested items, although I thought “creating an invoice from an estimate” was already possible? Or is it that people don’t want to create a project along with it? I don’t think I understand the items&materials request—“sundries $100” is already possible via the flat rate.

We twist the hourly fee stuff on estimates to use it as an estimating tool; our estimate template does not show the hours, just the total. This allows us to estimate tasks in terms of hours but still charge/present a fixed price. Neat huh? Others may be interested in using it that way.

Cheers,
Bruce

@Bruce

Thanks for the reply. Yep, as you and some other crafty customers have already learned estimating for materials / goods is possible. The problem is, right now the “quantity” items are labeled as hours, and most people get confused. Really a lot of the redesign will just be a UI shift.

A lot of people who do more product-based work want to be able to invoice directly for an estimate, which isn’t possible in one step right now. You can of course activate a project for an estimate, then invoice from that. Some people don’t make the immediate connection.

Hi Seth,

As a very new user of your app I must say I am extremely impressed. We have been looking for an online application to handle our quoting/estimating as well as invoicing and basic project management for our web & graphic design business. Having evaluated many different products out there like FreshBooks, ActiveColab, Pro WorkFlow etc. we have seen many different little bits that would be great to have all rolled into one.

Everything we quote on is based on flat fee charges, even though we work all the fees out on hourly rates and like to work towards these goals. One of the main points is the ability to customise (which your product does very well). We do however like to be able to give our estimates their own generic number so we can refer to this in any correspondence like invoicing etc. to the clients as some of our clients we do many jobs for and all have to be distinguishable from each other.

The other point we have seen in FreshBooks that we found very helpful was the ability to re-use items in your estimating to save you having to re-enter for e.g. 500 double-sided business cards.

Apologies upfront if any of the above is currently available and that I have not actually found it.

Regards

Paul

@Paul

Thanks for the comments, and the compliments. Right now Cashboard doesn’t have estimate numbers although it’s something that I’m considering making assignable, just like invoices. I know some people like to match invoice and estimate numbers.

You actually can re-use items for estimates or projects. If you look on the estimate items screen, above (and below) the table to the right there’s a link called Import tasks. This allows you to import items from any of your existing estimates.

What I like to do is keep a few standard estimates around, then import items from those and customize where necessary. I believe this is more flexible, and more simple than having a separate UI for managing default items. Seems like unnecessary clutter to me.

As a side note, the “Import tasks” link will probably be renamed in the future to “Import items”, to reflect the more general nature of estimates we’re moving towards.

I will add to this that if you just create generic estimates for graphic design items, website, photography, etc…it works very well and makes consistency through your pricing “a breeze”.....I love being able to create generic estimates that I can setup for different circumstances and then I just import those into a new estimate for a prospective client. It works very well. Blessings! T :)

I haven’t spoken up for a little bit because I’ve been busy…with this:

This example probably is more complicated than most as it combines multiple item types, however the new design should be flexible enough to suit anyone’s needs while still keeping things simple.

I think it’ll be maybe a week or two until the next big feature push. Invoices will also see a minor overhaul with the new worksheet design.

You go Seth…I can tell you are having fun with this program…..keeping it simple is what you do best. Blessings! T :)

Here’s a summary of the major changes to Cashboard’s estimate section:

http://info.getcashboard.com/topics/major-estimate-design-overhaul