Project Estimates Management

Location: Project Details Page > Estimates Tab

Navigation: From the Dashboard, click on any project ID to open Project Details. Select the "Estimates" tab to view existing estimates or create new ones.

Preview and Send Page: From the Estimates tab, click "+ Add New Estimate" to access the estimate creation workflow.

Overview

The Project Estimates functionality provides a comprehensive system for creating, managing, and delivering cost estimates to clients. This feature enables project managers and staff to generate professional estimate documents that summarize the expected costs for creative work, packaging artwork, fixed costs, and core budgets associated with one or multiple projects.

The estimate process is tightly integrated with the Purchase Order (PO) system, allowing estimates to automatically create corresponding POs that lock in pricing and invoice dates for selected work items. This ensures financial accuracy and prevents billing discrepancies between quoted estimates and actual invoices.

Two main components work together: the Estimate List Control displays all estimates associated with a project and provides management actions, while the Preview and Send Estimate page guides users through the estimate creation process with real-time PDF preview, multi-project consolidation, and direct email delivery capabilities.

Business Value

Why Does This Matter to the Company?

1. Revenue Protection - By formalizing cost estimates before work begins or progresses, the company ensures clients understand and approve expected charges. This reduces billing disputes, write-offs, and the risk of performing work that clients refuse to pay for.
2. Client Trust and Transparency - Professional estimate documents with clear line items, considerations, and project descriptions demonstrate organizational professionalism. Clients can make informed decisions about project scope and budget before committing, leading to stronger relationships.
3. Purchase Order Integration - The automatic creation of Purchase Orders when saving estimates ensures that estimated amounts are locked into the billing system. This prevents the common problem of estimates being disconnected from actual invoicing.
4. Multi-Project Efficiency - The ability to consolidate multiple related projects into a single estimate reduces administrative overhead when clients have similar work across several projects. One estimate document can cover all related work.
5. Revision Tracking - The estimate revision system maintains a complete history of how estimates evolved over time, including revised estimates when scope changes or original estimates expire. This audit trail protects both the company and client.
6. Workflow Integration - Estimates connect to the approval workflow, allowing formal client approval of costs before work proceeds. The "Send for Approval" function routes estimates directly to designated approvers.
7. Document Storage and Access - All estimate PDFs are automatically uploaded to cloud storage and linked to projects. Staff can download estimates at any time, and the system tracks which documents have been sent to clients.

Business Benefits

For Project Managers and Account Managers

• One-Click Estimate Creation: Select artworks and costs, preview the document, and send to client in a streamlined workflow
• Multi-Project Consolidation: Combine work from several projects for the same client into one comprehensive estimate
• Real-Time Preview: View the exact PDF that will be sent to clients before committing
• Automatic PO Creation: Option to create a corresponding Purchase Order that locks in estimate pricing
• Client Communication: Send estimates directly to customer administrators or approval contacts with customizable email messages
• Revision Management: Create revised estimates when scope changes while maintaining the original estimate history
• Expiration Tracking: Visual indicators show when estimates are expired (older than 30 days) for draft POs

For Finance and Billing Staff

• Estimate-to-Invoice Alignment: POs created from estimates ensure billing matches what was quoted
• Quote Number Tracking: Unique quote numbers identify each estimate for reference in communications and billing
• Salesforce Integration: Optional Salesforce number field links estimates to CRM opportunities
• Duplicate Prevention: System warns when creating estimates that include artworks already covered by existing estimates

For Designers and Creative Staff

• Complexity-Based Pricing: Artworks with assigned complexity levels automatically calculate estimated dollars
• Rush Charge Visibility: Rush charges are clearly separated in estimates, ensuring clients understand expedite costs
• Design Description Input: Add project-specific design descriptions that appear in the estimate document
• Artwork Selection: Choose specific artworks to include, allowing partial estimates or phased pricing

For Company Leadership

• Standardized Quoting: Consistent estimate format across all projects and clients ensures professional representation
• Canned Considerations: Pre-defined consideration text based on complexity levels ensures important scope limitations are communicated
• Expiration Policy: 30-day quote validity (for certain corporations) creates urgency for client decisions

Usage Scenarios

Scenario 1: Creating a New Estimate for a Project

A project manager receives a new project request with multiple packaging artworks at various complexity levels. They navigate to the project's Estimates tab and click "+ Add New Estimate." The system displays all billable artworks grouped by packaging level and complexity. The manager selects which artworks to include, enters a PO description and project description, sets the start date, and clicks "Next" to preview. After reviewing the PDF, they click "Save and Upload" to finalize the estimate and create a corresponding Purchase Order.

Scenario 2: Consolidating Multiple Projects for a Client

A client requests work across three related projects. Rather than creating three separate estimates, the account manager opens the first project's estimate page and uses the "Add Project" feature to include artworks from the other two projects. The combined estimate shows all work on a single document with clear project identification for each section. The client receives one estimate to approve, and the PO applies to all three projects.

Scenario 3: Sending Estimate for Client Approval

After creating an estimate preview, the project manager clicks "Send for Approval." The system opens an email dialog pre-populated with the designated approver's email address. The manager customizes the email subject and body, then sends. The estimate PDF is attached to the email, and the system marks the estimate as "Sent for Approval" so the team knows it's awaiting client response.

Scenario 4: Revising an Expired Estimate

A client returns after 45 days wanting to proceed with previously quoted work. The project manager sees the estimate is marked as expired (red text). They click the "Revise" icon on the original estimate, which opens the estimate creation page pre-populated with the original selections. They can adjust the revision description to note "Revised due to expiration," make any scope changes, and create a new estimate. The original estimate is linked to the revision for audit purposes.

Scenario 5: Sending to Customer Administrator

After saving an estimate, the project manager notices the "Send to Customer Admin" icon is active (indicating the estimate should be sent but hasn't been). They click the icon, compose an email message, and send the estimate to the client's designated administrative contact. The system marks the estimate as sent and removes the action prompt.

Scenario 6: Reuploading an Estimate Document

An administrator discovers that a stored estimate PDF has incorrect information due to a data update. They click the "Reupload" icon (available only to administrators), which regenerates the PDF using current data and replaces the stored document. This ensures the record reflects accurate information without creating a new estimate record.

Scenario 7: Deleting an Erroneous Estimate

A project manager accidentally creates an estimate with wrong selections. They click the delete icon on the estimate list. If the estimate is associated with a PO that affects other data, the system presents options to handle the dependent data. Upon confirmation, the estimate is removed and any linked PO is cleaned up appropriately.

Industry Context

How Similar Functionality is Used Across Industries

Professional Services Quoting

Estimate and quoting systems are essential across professional services industries:

1. Advertising and Marketing Agencies: Provide detailed cost estimates for campaigns, creative development, and media buying before client commitment
2. Architecture and Engineering Firms: Submit formal proposals with cost breakdowns for project phases, requiring client approval before proceeding
3. Legal Services: Engagement letters outline expected fees for case types, with scope change estimates for additional work
4. Consulting Firms: Statements of Work (SOW) detail expected costs with revision procedures when project scope evolves
5. Construction and Contracting: Formal bids and change orders follow similar estimate-approval-invoice cycles

Key Industry Patterns Implemented

• Quote Numbers: Unique identifiers for tracking estimates through the sales and billing cycle
• Expiration Periods: Standard practice to limit quote validity (30 days is common) to protect against cost changes
• Revision Chains: Linking revised estimates to originals maintains audit trails required in many industries
• Approval Routing: Formal approval workflows ensure appropriate authorization before work begins
• Integration with Billing: Connecting estimates to purchase orders and invoicing prevents revenue leakage

Common Industry Challenges Addressed

• Scope Creep: Clear estimate documentation with considerations defines boundaries of quoted work
• Billing Disputes: Written estimates with client approval create defensible records for billing
• Disconnected Systems: Integration between estimates and POs eliminates manual data entry errors
• Version Confusion: Revision tracking ensures everyone references the current approved estimate
• Communication Gaps: Direct email delivery with tracking ensures clients receive and acknowledge estimates

Business Logic Details

Estimate Creation Workflow

The estimate creation process follows these stages:

Stage 1: Configuration

1. System loads all billable items from the project (artworks, creative items, fixed costs, core budgets)
2. User selects which items to include in the estimate
3. User enters PO description, project description, and considerations
4. Optional: Add additional projects from the same client
5. Configure whether to create a Purchase Order
6. Set start date and end date (if creating PO)
7. Optionally mark as revision of a previous estimate

Stage 2: Preview

1. System generates PDF in real-time using selected items and entered text
2. PDF displays in-browser for review
3. User can navigate multi-page documents
4. Options to download PDF or Word document for offline review
5. User can return to Stage 1 to make changes

Stage 3: Save and Delivery

1. "Save and Upload" creates the estimate record and uploads PDF to storage
2. "Send for Approval" saves and emails to designated approver
3. "Send" (Customer Admin) saves and emails to customer administrator
4. System creates Purchase Order if option was selected
5. Artworks are locked to the PO for billing purposes

Estimate-to-PO Connection

When "Create PO for Estimate" is enabled:

1. PO Creation: A new Purchase Order is created as a draft with:
   • Start date from estimate configuration
   • End date from estimate configuration
   • Description matching PO description field
   • Estimated amount totaling all selected items
2. Project Linking: All projects in the estimate are linked to the new PO
3. Artwork Locking: Selected artworks and time records are locked to this PO's date range for billing purposes, ensuring invoice dates align with the PO period
4. Placeholder Management: The system manages any existing placeholder POs, removing them when the real estimate PO is created

Quote Number Generation

Each estimate receives a unique quote number:

• Format: Based on project ID and sequential increment
• Ensures every estimate can be uniquely referenced
• Stored with estimate record and displayed on PDF

Revision System

When creating a revision:

1. Original estimate is marked with link to new revision
2. New estimate inherits selections from original
3. Revision number increments (Rev 1, Rev 2, etc.)
4. Option to mark as "Revised Due to Expiration" for tracking
5. Original estimate cannot be revised again (only latest in chain)

Duplicate Detection

Before saving a new estimate, the system checks for:

• Existing estimates containing the same artworks
• If found, displays warning with existing estimate details
• User must confirm to proceed, preventing accidental duplicate billing

Email Delivery

Two email delivery paths are available:

Send for Approval

• Routes to designated approver (marketer) email address
• Marks estimate as "Sent for Approval"
• Used for formal client cost approval

Send to Customer Admin

• Routes to invoice recipient email address
• Marks estimate as "Sent to Customer Admin"
• Used for administrative notification of costs

Both paths:

• Attach estimate PDF to email
• Allow customization of subject and body
• Record the send action in the estimate record

Expiration Rules

Estimates are marked as expired when:

• Created more than 30 days ago AND
• Associated PO is still in draft status AND
• Estimate has not been revised AND
• Project is still connected to the PO

Expired estimates display in red text as a visual warning.

Key Features

Estimate List Control

Preview and Send Page - Configuration Stage

Preview and Send Page - Preview Stage

Functional Components

Billable Item Display

Items are displayed in logical groupings:

Packaging Artworks

• Grouped by Packaging Level and Complexity
• Shows count of artworks, base dollars, and rush charges
• Individual artwork numbers listed with amounts
• Billed status indicator for already-invoiced items

Creative Artworks

• Grouped by Artwork Type and Complexity
• Shows count, dollars, and rush charges
• Individual creative item numbers with amounts

Fixed Costs

• Grouped by Activity type
• Shows count and total dollars for each activity

Core Budgets

• Project-level budget items for Core project types
• Grouped totals with individual amounts

PDF Document Structure

The generated estimate document includes:

1. Header: Company branding and document type identifier
2. Quote Information: Quote number, creation date, validity period
3. Client Information: Client name and contact
4. Project Summary: Project description and PO description
5. Line Items: Detailed breakdown by artwork type with quantities and amounts
6. Totals: Subtotals by category and grand total estimate amount
7. Considerations: Scope notes and standard disclaimers
8. Signature Block: Space for client acknowledgment
9. Creator Information: Name and email of estimate creator

Email Dialog

When sending estimates, the dialog provides:

• Pre-populated recipient email address
• Customizable subject line
• Rich text editor for email body
• Standard message template as starting point
• Send confirmation

Relationship to Other System Components

Project Details Integration

The Estimate List Control is embedded in the Project Details page:

• Appears as a dedicated "Estimates" tab
• Shows all estimates where this project is included
• Updates in real-time when estimates are created or modified

Purchase Order System

Estimates create and link to Purchase Orders:

• New PO created with estimate amounts
• Projects linked to PO for billing scope
• Artworks locked to PO date range
• PO appears in project financial views

Billing and Invoicing

Estimates affect billing through PO connections:

• Locked artworks invoice within PO dates
• Estimate amounts set PO budget expectations
• Invoice line items reference quoted amounts

Approval Workflow

"Send for Approval" integrates with client approvals:

• Emails routed to designated approvers
• Approval status tracked on estimate record
• Approved estimates authorize work to proceed

Document Storage

Estimate PDFs are automatically stored:

• Uploaded to cloud storage (Dropbox)
• Linked to estimate record for download
• Filename includes identifying information
• Storage organized by corporation and date

Client Registry

Client information drives estimate features:

• Customer admin email for notifications
• Approver email for approval routing
• Invoice group determines financial routing
• Corporation affects expiration rules

Time Tracking

Time records are locked to estimates:

• Fixed costs selected from time entries
• Core budget hours included in estimates
• Locked time cannot be reassigned to different POs

Project Copies

When projects are copied:

• Estimates do not copy (they're financial documents)
• New project starts without estimates
• Original project estimates remain accessible

Summary

The Project Estimates functionality provides a comprehensive solution for creating, managing, and delivering cost estimates that integrate seamlessly with the billing and approval systems. By combining estimate generation with Purchase Order creation, the system ensures that quoted prices translate directly into billable amounts, protecting revenue accuracy.

Key capabilities include:

• Professional Document Generation: Real-time PDF preview with all relevant cost details and professional formatting
• Multi-Project Consolidation: Combine work across related projects into single client-facing estimates
• PO Integration: Automatic Purchase Order creation locks in pricing and establishes billing boundaries
• Revision Management: Full tracking of estimate evolution with linked revision chains
• Direct Delivery: Email estimates to approvers or administrators with customizable messages
• Audit Trail: Complete history of all estimates with timestamps, amounts, and delivery status
• Expiration Tracking: Visual indicators when estimates exceed validity periods
• Duplicate Prevention: Warnings when including items already covered by existing estimates

The system transforms the estimate process from a manual document creation task into an integrated workflow that connects client communication, financial planning, and billing operations into a unified experience.