Creating estimates in CoreBridge is essential for mastering the software's functionality and optimizing workflow. Becoming familiar with the process can help you efficiently generate estimates for prospective and current customers. This article walks through creating the estimate, viewing the estimate document, adding proofs, and using the Customer Portal for proof and estimate approval when needed.
Table of Contents
- Creating the Estimate
- Viewing the Estimate Document
- Adding Proofs
- Utilizing the Customer Portal for Proof and Estimate Approval (if needed)
Creating the Estimate
1. Navigate to Sales / Estimates.
2. Click the Estimate button. This opens the create page with the same structure as an existing estimate: order information at the top and side, and tabs for Line Items, Purchase Orders, and Destinations.
3. Select the Customer. Click the area that shows the company and contact (e.g., "No Company" / "No Contact" when empty) to open the customer selector. Search or browse to choose an existing company and contact, or use the option to add a new company or contact if available. The customer is required to save the estimate.
4. Enter the Description. This is a summary of what the estimate contains and is customer-visible and searchable. Make it detailed so you can find it easily later.
5. Fill in other estimate information as needed: Salesperson, Estimate origination (how the customer found you; options are managed in Settings / CRM Lists / Originations), Location(s), and Status. Required fields may include customer, description, and salesperson; this can be configured in Settings / Sales / Estimate and Order Options.
6. Add Line Items. On the Line Items tab, click Add Line Item or use the Line Item dropdown. Choose the type of item (assembly, labor, material, quick product, etc.), select the specific item, and add it to the estimate. Add as many line items as needed. You can also use the Clipboard icon to paste line items copied from another order or estimate.
7. Optionally add Purchase Orders from the Purchase Orders tab and Destinations from the Destinations tab. Destinations may require more than one line item to add multiple destinations.
8. Review Order totals (Line Items, Destinations, Order Fees, Order Discount, Subtotal, Tax, Total) and Billing address. Edit Order Fees, Order Discount, or Tax if needed by clicking those links when the record is editable.
9. Save the estimate. Use Save as Estimate (or the equivalent option in the save menu). The system may keep a draft for a period (e.g., 30 days) if you leave before saving. Expand the save button if more options are available.
Viewing the Estimate Document
After the estimate is created, you can view or generate the estimate document to share with the customer or use internally.
1. Open the estimate from Sales / Estimates (search or click the estimate number to open it).
2. Use the document or print action (for example, a documents icon, View Document, or Print Estimate in the top bar or action menu) to open the estimate document.
3. Select the estimate document type if more than one is available. The document will display or generate based on your configured estimate document template.
4. View, print, or download the estimate document as needed. You can use this document when adding proofs or when sending the estimate to the customer via the Customer Portal or email.
Adding Proofs
Proofs allow the customer to review artwork, mockups, or other files before the estimate is approved or converted to an order.
1. Open the estimate from Sales / Estimates.
2. Add proof files using the Files area or the proof-related action (for example, Add Proof, Upload File, or a Files tab). Upload the documents or images you want the customer to review as proofs.
3. If your system uses a proof workflow or proof status, set or assign the proof so the customer can be notified. Organize files in folders if needed so proofs are easy to find.
4. Once proofs are added, you can send the estimate (and proofs) to the customer via email or the Customer Portal for review and approval, as described in the next section.
Utilizing the Customer Portal for Proof and Estimate Approval (if needed)
When the customer needs to review proofs or approve the estimate online, you can use the Customer Portal to send the estimate and any proofs to them. The customer can then view the estimate, review proofs, and approve or request changes from the portal.
1. Open the estimate from Sales / Estimates.
2. Use the option to send the estimate through the Customer Portal (for example, Send to Portal, Proof through Portal, or an email template that includes a portal link). If an email template is used, select the template that sends the customer a link to view the estimate and proofs in the portal.
3. The customer receives the link (by email or invitation) and signs in to the Customer Portal. They can view the estimate document and any proof files you added.
4. The customer can approve the estimate or proofs, or add comments requesting changes. Depending on your configuration, approval may update the estimate status (e.g., to Awaiting Approval or Approved) and allow you to convert the estimate to an order once approved.
5. Check the estimate in CoreBridge for approval status or customer feedback. After the customer approves, you can convert the estimate to an order and continue with production.
Note: Customer Portal and proof/approval options depend on your configuration. If the customer does not need to use the portal, you can send the estimate document and proofs by email and track approval outside the system, or use another approval process your business has defined.