Creating a lead in CLIPitc
Method 1 adding as a new customer
There are two ways to create a lead in CLIPitc.
The first way is to create a new customer.
Then select the pattern to copy defaults from, then change the customer status to hold and check the "lead" checkbox.
This tells clip to leave the customer as inactive until they are converted into a customer.
Method 2 adding a lead using the lead map
The second way to add a lead is to use the lead map section.
First go to customers tab>Lead map
Type in the address for the new lead. If google shows you the location you can click it to autofill.
If you want to see where the lead is in relation to your customers you can use the show map button to show your active customers near the lead's location.
Click on the "Add Lead" button.
Fill in the information for the lead and check the jobs that you would like to estimate. Then click on the "Create Lead and Estimate from checked" button.
CLIPitc will create a new lead, the estimate, and redirect you to the edit estimate page.
Adding Estimates to leads and customers
To add an estimate to a customer or lead go to the customer's account, then click on the "Estimates" button.
Click the "Add New Estimate" button to add a new estimate.
To add services to the estimate click the dropdown, then click on "Add selected services to estimate".
Adding Material to Estimates
Click the "Add Material" link to add a material to a job. This will pull up the materials that you have added to CLIPitc.
If you charge additional for that material choose the "Charge this price" option for the material. If it is included in the price for the job then choose one of the other options.
Click save when you are done adding the material.
Now if you click the down arrow you will see the material for the job.
If you need to change something on the material you can click the underlined "Edit" link. That will bring you back to the material setup screen.
Editing Service prices and efficiency times
Click on the "Edit link" next to the job.
On this screen you can change the options for the job.
If you set the Mhrs (Man Hours it would take to complete the job) and Travel (Travel time in man hours to get to the job and back) CLIPitc can create efficiency numbers and give you an idea of what you are making per man hour on the jobs estimated.
For this estimate I'll set it to 2.00 man hours to complete the job, and 1 hour to travel to and from the job.
Also I'll set the charge to 100.00 for the job.
Estimate profit calculations
Enter the Average company cost per man hour, and the Dollars per man hour goal. Usually most companies will run a cost of about $30 per man hour (all of your business costs for a year divided by your total production hours for a year). Most companies charge about $50.00 per man hour worked (1 man for 1 hour). For this example we will use those numbers.
Enter those numbers, then click "Save".
CLIPitc will save the information and calculate the total profit, and profit per man hour.
In our case the job is $100.00 plus the price to the customer for materials of $120. Minus the cost of $60 for material gives us a total of $160.00 ($220 in price minus the 60 in material costs).
100 + 120 - 60 = 160
CLIP itc will calculate the Total profit as the $160.00 minus the company costs per hour times the total hours to complete and travel to the job.
160 - (3 mhrs x 30) =
160 - (90) = $70.00
The total profit for the job would be $70 dollars.
The "Estimated total profit per man hour" is calculated by dividing the profit by the man hours required to complete the job (including travel time).
70.00 / 3 = $23.33
This is the expected profit per man hour.
To enter "Estimate Notes" go to the box that says Estimate notes and type in the note. This will appear on the estimate under the "Notes" section.
Sending Estimates to customers
Click the "options" button to change the information that the customer will see.
To change the email template go to Customers > Marketing/Emails > Estimate Emails
To add a new template click on the "Add New Template" button.
Change the name to " Cleanups Estimate Template". Then change the email text to what you would want for your estimate cleanup emails.
I'll just enter some text about what we provide with the service, and links and instructions for the estimate.
To add tags (amount of estimate, or link to estimate) click in the text where you want the tag, then choose the tag in the drop down menu and click the "Add" button.
Now go back to the estimate. Click the "Option" button.
Choose our "Cleanup Estimates Template" as the email template.
The "Hide Material" checkbox allows you to hide the material from the customer on the estimate.
If you check this box it will hide the materials from the estimate. To see it simply check the box, save the estimate, then click on print.
Under services you will notice that no material is listed.
If you check the box for "Hide individual Charges:" it will hide the per job and per material charges from the customer. With the options like this:
The estimate will show this:
If you Check just the "Hide Unit Cost From Customer" checkbox
This hides the Costs per unit on the material.
Emailing estimates to customers
After choosing the options for your estimate you can email the estimate to your customer.
Click the "Email" button.
This will send the email to everyone listed in the customer's "General" section.
When the customer clicks on the estimate link they will see the estimate.
They will be able to print, accept, or reject the estimate.
When they click on "Accept" CLIPitc will ask for the signature, then set the jobs as active.
The signature is saved in the estimate section at the bottom section of the page. Also the status will now show as "Accepted".
Now if I look at the job for the customer it will be marked as active.
If you want to resend estimates to customers that haven't accepted you can use the Batch email option to send the emails to customers again.
Simply go to customers, then click on "Email Estimates".
Check the boxes for the customers that you want to send emails to, then click the "Send" button.
To view previously sent batches of invoices click on the "View Past Batches" button.
You will see a summary line for each batch of emails that you sent, to see the email addresses it was sent to click on the Batch number link.
That's it, you've successfully gone through the estimate process.