The creation of Estimates and Orders in CoreBridge is essential for mastering the software's functionality and optimizing workflow. Becoming familiar with the process can help efficiently generate Estimates and Orders for prospective and current customers. For general information about Estimates and Orders, visit Quick Products, Estimates Overview, or Orders Overview.
TABLE OF CONTENTS
The process for creating Estimates and Orders is identical and both have the same basic fields. To start, navigate to Sales / Estimates or Orders.
Creating an Estimate or Order
1. Select the Green Plus.
Fill in the Top Bar information. This includes all major details for the Estimate or Order.
2. Customer - to add an existing Customer, begin typing in the Customer field. You may type in either the name of the company or the name of the contact. This will open a dropdown menu with the Customer for you to select. If you are adding a new Customer, select +New Company or +New Contact from the dropdown menu.
3. Estimate Description - Make this Description detailed. Once completed, the Description will be searchable throughout your system. This is customer-visable.
4. Estimate Origination - this explains how the customer found you. Select an option from the dropdown menu.
Note: Estimate Origination options can be managed by navigating to Settings / Sales / CRM Lists and selecting the Originations Tab.
5. Customer PO# - the unique identification number of the purchase order.
6. Salesperson - which employee is responsible for selling this order.
Note: Items with a red asterisk are required fields. This can be managed by navigating to Settings / Sales / Estimate and Order Options, then selecting either the Estimates or Orders tab.
7. Input all needed Line Items. This adds all products to the order/estimate. These are the individual items being sold. Select Add Line Item to add Assemblies, Labor, Materials and Quick Products.
The popup contains the following components:
a. Assemblies - a customized combination of Machines, Labors and Materials.
b. Labors - different types of labors needed for a product to be created.
c. Materials - physical products sold by the business, or that will be used to create a product for a customer order.
d. Quick Products - pre-created products to be used in orders.
e. Favorites - any of the above components that have been selected by you. These also appear in the favorite column on the left.
Note: to select an item as a favorite, hover cursor over the line of the desired item, then click the heart icon that appears on the right. The item will then automatically show in the favorites column as well as under the Favorites Tab. To remove a favorite, hover over the line and select the broken heart icon that appears on the right.
8. When you are finished selecting the components for the Line Item, click the green Add button. This will automatically open up the Line Item Menu.
Add as many line items as necessary. Use Quick Products and Favorites to quickly add items. For more information, visit Line Items Overview and Quick Products Overview.
Note: Once a line item is added, the Add Line Item Button will change to a Green Plus icon.
Note: To add a child assembly to a line item, click on the green + Linked Assembly Button located within the Line Item Menu.
9. Input all needed Order or Estimate Details. This section includes:
a. Billing Address - select an address from the dropdown menu, or select Custom to enter a new Billing Address.
b. Roles - employees assigned to specific positions for this Estimate or Order.
c. Sales Details - this includes tax information for this customer and order as well as location information.
d. Order/Estimate Milestones - dates and times for important events pertaining to the lifecycle of the order. These cannot be edited and will be automatically updated as progress is made.
Note: Billing Address and Sales Details can be set as a default by navigating to Sales / Customers / Contacts or Companies.
10. Input any Destinations. This is the method for how the order will reach it's final destination. To add a destination, select the Green Plus icon and fill in all relevant information. Multiple Destinations can only be selected if you have more than one Line Item to transport.
Note: The Destination Status cannot be edited from within an Estimate because progress cannot begin until it has been converted into an order.
11. Enter any needed Estimate or Order Notes. These are general details about the Estimate or Order and the appropriate products.
a. To add an Estimate or Order Note, enter the relevant information in the +Estimate Note or +Order Note field, then select Save.
12. Fill out any Custom Fields. Custom fields can be added within the Settings module.
13. Upload needed Files. These are relevant documents and additional information. Create Folders to further organize files.
14. The History tab is useful as you are able to track changes made to the order, time the change was made, and which employee affected the change.
15. After all needed changes are made to the Estimate or Order, click Save As Estimate or Save as Order.
Note: CoreBridge will automatically save this as a draft which will be kept in your Drafts Tab for 30 days.
Note: Expand the Save As button for more saving options.
Note: To find an Estimate or Order once it has been created, use the search bar on the top right of the Orders or Estimates module. To select multiple Estimates or Orders at once, use the checkbox icons to the left of the orders list.
Using Statuses
During order creation, setting the correct status can keep your Estimates and Orders organized and increase efficiency. Statuses can be managed at any time by navigating to Settings / Workflow / Line Item Statuses and then selecting the appropriate tab.
Estimate Statuses:
a. Pending - This status is set immediately upon Estimate creation.
b. Awaiting Approval - This status indicates there needs to be an action completed before the Estimate can move forward. This approval could be from a manager or a customer, depending on the settings.
c. Lost - This status is used when it has been determined that an Estimate is not going to progress into an Order. One reason for this could be a customer cancellation. Once this status has been selected, the Estimate can no longer be modified or edited.
Note: When using this status, a reason must be supplied. These reasons can be managed by navigating to Settings / Sales / Reason Lists and then selecting the appropriate tab.
d. Approved - This status will appear on an Estimate that has been converted to an Order.
Order Statuses:
a. Pre-WIP - When creating an Order, there may be times you need to label the Order with a pre-work status. Pre-WIP or Pre-Work in Progress, can be used to signify an Order that isn't quite ready to be processed and worked on.
b. WIP - Work in Progress. This status marks an Order that is currently being worked on by your team. Within the WIP status, there are many sub-classifications you can use to designate more specifically where the Order is in the creation process.
c. Built - The Order has been created.
d. Invoicing - Mark Orders that are completed and customer ready.
Note: This status is also used to re-open a previously closed Order that needs to be modified.
e. Invoiced - Once an Order is set to Invoiced, the Order is locked. To make changes, you must first change the status back Invoicing.
Note: For more information on making changes to an invoiced Order, visit Editing an Invoiced Order.
