Estimates

The Estimate should be a descriptive statement of the service to be  performed.  This can be  accomplished in one of two manners.

1.        Some  shops prefer to write a summary of the problem, as a diagnostic  statement, and provide a general price which includes parts and  labor charges.

2.        Other shops like to write estimates that detail the  exact parts and labor totals.

Either method is supported with The Auto Shop Writer.  Once the workorder number is assigned, if you wish to write an  estimate, select that option from the prompt (when first creating  the workorder), or from the Status option if another selection was made  previously.  The system will then be in Estimate mode.  This means  that parts and labor are referenced, but not officially on the  workorder, until they are transferred.

Writing Estimate Content

The Estimate as a Communications Device

The Estimate is your contract with a client.  It communicates to the client exactly what work will be accomplished and the terms for that service.  It is very important to use understandable terms, and to avoid abbreviations.  What is stated in the estimate is the full understanding the client obtains about your obligations, and their financial committment.  It should be complete and accurate.

Diagnostic Statements

Diagnostic statements should be fairly standard, and may be  pre-written, and saved, in the Glossary program.  They are added using the labor (text) functions described below.  It is assumed that the diagnostic statement will be unique to the  estimate, and would not be transferred to the workorder.  Consequently, once the status is changed, no parts or labor would be  converted. (See subsequent discussion on Converting Estimates to  Invoices).  Diagnostic statements are best if they describe the type of problem  encountered by the client.  When the customer takes the estimate  home, there has been clear communication about the type of problems  that need to be resolved.  Although the problem is specific to the  one client, the types of problems that will arise are usually  similar in nature, and have the same route causes.  Consequently,  saved glossaries will be appropriate because they refer to  repetitive incidents.

Including Parts and Labor

If you wish to have parts and labor detailed on an estimate, add  them in the manner described below.  Specifying parts, and labor, on  an estimate provides the most accurate manner for evaluating the  probable cost of a service.  The emphasis here is the same as before  - clear, concise, communication improves customer relations and  leads to a continuing business relationship.  When parts are placed on an estimate, the detail information is  included, but the items are not removed from inventory until the  estimate is converted to an invoice (see Conversion discussion).