An estimate is a detailed proposal provided to a customer outlining the expected costs for a particular job or repair. It includes information such as labour, parts, and any additional services that may be needed. Estimates help customers understand the scope and cost of the work before it begins, allowing them to make informed decisions.
In Auxo Workshop, you can create, send, and convert estimates into jobs. This flexibility allows you to manage customer expectations and streamline your workflow. You can easily view, print, email, or SMS estimates to your customers, and when they approve the estimate, you can convert it into a new job or add it to an existing job.
How to Create an Estimate
Click the dropdown arrow on the New Booking button in the top right of Auxo Workshop and select New Estimate.
This opens the customer/vehicle selection screen (similar to the screen used for adding a new job/booking).
Use the search box to search for the customer or vehicle by name or registration details.
If the customer is new, click the New Customer option that appears when no customer is found.
Select an existing vehicle from your database or click the + New Vehicle option to add a new vehicle.
Once you've added or selected the customer and vehicle, click Next to open the Maintain Estimate screen.
Creating an Estimate from a Job
You can also create an estimate from a Job by clicking the More Options button in the top section of the Job (below Readings) and select the Create Estimate option:
This will quickly take you to the Maintain Estimate screen with the customer and vehicle pre-selected.
The Maintain Estimate Screen
The Maintain Estimate screen is similar in layout and features to the new booking screen. Below is a collapsible section providing all the details and features of the Maintain Estimate screen, much of this you may already be familiar with based on the New Booking screen.
Detailed Overview of the Maintain Estimate Screen
Detailed Overview of the Maintain Estimate Screen
At the top, it shows the current customer and vehicle, and an Expiry Date field to specify the estimate's expiration date.
The Internal Estimate Notes section is for entering notes for you or your team regarding the estimate.
The Vehicle Reminders section displays existing service reminders for the vehicle or allows you to add a new reminder.
The Readings section displays odometer, hubometer, and hours readings.
In the Services section, search for existing services in your system or click + Add Service Manually.
Choose between GST Exclusive or GST Inclusive pricing for items added to the quote.
Add or edit labour, parts, or outwork postings to the estimate.
Each posting row includes fields for type (Labour, Part, Outwork), part number/code, description, quantity/hours, price, discount %, and total.
The Service Note field is for notes that will display on the customer's estimate.
Additional services added to the estimate will be in new sections, each with a status label (e.g., Waiting for Approval).
Use the three-dot button next to the status label to approve, decline, or remove a service.
At the bottom of each section is a subtotal.
The Show Cost and Margin toggle displays the cost/margin of items added to the estimate and provides margin warnings.
At the bottom of the screen is the grand total, with options to Add Freight and Add Discount.
Below the grand total is the Estimate button, with options to view, print, email, or SMS the estimate.
The Convert button allows you to convert the estimate to a new job or add it to an existing job.
Some key differences between the Maintain Estimate screen and the Maintain Job (New Booking) screen:
At the top, there is an Expiry Date field to specify the estimate's expiration date.
Additional services added to the estimate will be in new sections, each with a status label (e.g., Waiting for Approval).
Use the three-dot button next to the status label to approve, decline, or remove a service.
Below the grand total is the Estimate button, with options to view, print, email, or SMS the estimate.
The Convert button allows you to convert the estimate to a new job or add it to an existing job.
How to View, Print, Email, or SMS an Estimate to Your Customer
To view or find existing estimates, in the left side-menu, select Job Management, then select Estimates.
This opens the Estimates list
Use the Search box provided to find the desired Estimate
Click the Estimate No to Open the estimate you want to send.
Click the Estimate button at the bottom of the screen.
Choose one of the following options:
View Estimate: Display the estimate onscreen. From here, you can also choose to print the estimate if required.
Email Estimate: Open the email screen to send the estimate by email.
💡Tip: When emailing an Estimate, you can use the "Attach Files" option below to attach images or other documents relating to the estimate:
📝Note: a maximum of 5 files can be attached and file size should not exceed 5MB, so you may need to resize some images before attaching.
SMS Estimate: Send the estimate as an SMS message.
💡Tip: If an estimate has been converted to a job, the Job No will display in the Jobs column of the Estimate List. You can click on the Job No directly to open the job.
How to Convert an Estimate to a Job
To view or find existing estimates, in the left side-menu, select Job Management, then select Estimates.
Open the estimate you want to convert.
Click the Convert button at the bottom of the screen.
Choose one of the following options:
Convert to New Job
Add to Existing Job
Convert to a New Job
Follow the prompts to select the services you are proceeding with and click Next.
Select the booking date for the job (the screen will show the next 7 days with a capacity indicator).
Click the Confirm button to complete the process of converting the estimate into a new job.
Add to an Existing Job
Follow the prompts to select the services you are proceeding with and click Next.
Use the search option to find the appropriate existing job for the customer.
Select the job by clicking the radio button next to the job number and click Confirm.
💡Tip: When viewing a job or invoice that has come from an estimate, you can click the ... icon in the header of each service and select the option to "Go To Est" to open the related estimate