Estimates in QB Pro 2008 - Contractor Talk - Professional Construction and Remodeling Forum

orson · 03-07-2008, 04:15 PM

Need some advice...

Is it worth doing detailed estimates in QB Pro 2008? I'm more than a bit nonplussed with the idea of doing an estimate, then having to go through and enter it into QB if all the data entry isn't going to produce a truly usefull end result. As far as I can tell we will have to spend hours just updating the "Items" list for the estimate module since the items list doesn't have materials for each job phase as items.

I guess I'm just feeling a bit overwhelmed and confused and want to make sure my time won't be wasted in this respect.

Thanx in advance.

rbsremodeling · 03-07-2008, 04:25 PM

Quote:

Originally Posted by orson

Need some advice...

Is it worth doing detailed estimates in QB Pro 2008? I'm more than a bit nonplussed with the idea of doing an estimate, then having to go through and enter it into QB if all the data entry isn't going to produce a truly usefull end result. As far as I can tell we will have to spend hours just updating the "Items" list for the estimate module since the items list doesn't have materials for each job phase as items.

I guess I'm just feeling a bit overwhelmed and confused and want to make sure my time won't be wasted in this respect.

Thanx in advance.

For a single trade contractor electrician, plumber, ac I can see the estimates through quickbooks. But as a remodeler I would see it being a difficult task especially as job size grows. I think an estimating program that links to quickbooks being an easier option

orson · 03-07-2008, 04:48 PM

I wasn't really planning on using estimating software. I was going to do my own spreadsheets in Excel to do estimates. I have done a few estimates in National Construction Estimator and tried exporting them into an old practice company file but have not been able to successfully export the data(for no apparent reason)

I guess the real question I'm trying to get at is what level of detail do I need in my QB estimate in order to utilize job costing, and are the reports you are able to generate useful enough to justify all the time of entering in the estimate data since I will not be able to import it?

rbsremodeling · 03-07-2008, 05:05 PM

Quote:

Originally Posted by orson

I wasn't really planning on using estimating software. I was going to do my own spreadsheets in Excel to do estimates. I have done a few estimates in National Construction Estimator and tried exporting them into an old practice company file but have not been able to successfully export the data(for no apparent reason)

I guess the real question I'm trying to get at is what level of detail do I need in my QB estimate in order to utilize job costing, and are the reports you are able to generate useful enough to justify all the time of entering in the estimate data since I will not be able to import it?

That is a difficult question to answer for 2 reasons. I don't know how detail you want your report to be. Ex. My estimates are 20-50 pages long of cost detail you may not need that much cost detail. 2. it depends on how you break out you work. I use all csi divisions and job cost each one so my cost reporting for a job can sometimes be 10-20 pages long when printed. I still don't think quickbooks will work for estimating to many parts/stuff involved. But I know alot of guys use excel for estimating and love it. but it is impossible to link it up with quickbooks for job costing/ atleast I haven't seen it implemented successfully

Sarah9910 · 03-08-2008, 12:55 AM

You could continue to do your estimating in Excel if you like to do that but put your final estimate in QB as a summarized estimate (like a job budget) by "category". The "category" are what others are referring to as CSI codes, but maybe just use the divisions, not the detailed activities which you would have probably used in your estimate, or what ever you want to use. If you set up your items as these categories, you can then cost to "items" and get budget to actual reports. Basically take your detailed estimate from excel and create a conceptual estimate in QB from it, of course totals would be the same.

Sarah9910 · 03-08-2008, 01:00 AM

Something you mentioned below is a perfect example of the difference between QB and other more expensive softwares that have been mentioned on this site (Master Builder, American Contractor, Timberline, etc). That is: the other softwares have a minimal group of job cost accounts, M, L, E, S and O, then when you post to these, you get to choose another level of costing and that is job and code. So you have multi-dimensional reports. I have an article about this on my website. One problem with QB is that contractors especially make the mistake of having a huge chart of accounts instead of using items (article about that too).

orson · 03-08-2008, 11:26 AM

I kind of get what you're saying but I'm still feeling really confused...maybe I'm just too ignorant of QB to even grasp the concept....

I read your article on Biggest Mistake Contractors Make in Setting up QB.

If I check the box and bring up the Purchase and Sales Information what on earth do I enter here? In the example screen you have Excavation. Excavation is on of my weakest areas of knowledge so I would always use a sub and have a bid done before I submit a proposal. How would I determine the "Cost" and does a cost have to be entered?

If I check that box am I still able to use this Item if I end up performing the service myslef rather than subbing it? Or do I have to have a different Item w/o that box checked?

How do I handle Allowance Items in the estimates? Just enter the estimated Allowance Item and then readjust it in the estimate later?

trayner · 03-08-2008, 04:13 PM

I use quickbooks contractor version, but i do my estimates in excel. I agree that quickbooks estimating is too simplified for new home or renovation projects. My estimating program is broken down into all the phase of construction, eg, site work, foundation, framing, etc, with each phase further broken down into labor, material, subcontract and allowance. The detailed estimate is linked to a summary page that only shows the phase of construction with a total cost, which are my budgets for each phase of construction. The construction phases match the quickbooks items in the accounting package. The trouble i am having is importing the summary page budgets into quickbooks so i can compare my budgets(estimated amounts)to actual costs in the quickbooks estimates vs actual report. Is there a third party software that is compatible with quickbooks that will facilitate the importing of information from excel into quickbooks? I am now manually keying in the budget figures which takes time and is prone to error.

In answer to a previous question, it is definately worth it to have a weekly report from quickbooks showing your budgets vs actual costs. This gives you a chance to recoup losses as well as keeping current on costs for estimating new jobs.

Sarah9910 · 03-15-2008, 06:23 PM

What I'm referencing in the snapshop of the excavating item is how to set up an item so that you can post costs and income against it, you could also do a conceptual estimate if you wanted to using the item. Conceptual meaning (in my terms) not detailed IE: if you sub it out and want to enter in your subs quote, you could do that kind of an estimate using the items. If you put the GL account for income in the Income side and the GL account for Cost of Goods Sold (something called "construction Costs" maybe) on the Purchases side you will have set up an item. Don't put any price in the item, the price will be entered in the estimate.

Come to my free QB Q & A session 4/15 or 5/24. Sign up on the website. when I have more time I'm going to change my website to be geared to just contractors since that's where my experience lies.

bobjohn1212 · 10-06-2008, 06:28 AM

I have been using Quick Estimator 2005 for a while. It's a good program and easy to use. You can also impost cost books to ease the data file updates of you materials and products.

72chevy4x4 · 11-19-2008, 05:21 PM

What's wrong w/ making the estimate in QB 08 Pro, then when it's time, bring up the estimate and choose "Create Invoice" from that open estimate window. It takes the estimate and give you an option to import the entire thing or a percentage into an open invoice? Have you tried this?

Personally, I make contracts as word documents and enter a generic field in QB's for accounting purposes to reflect something to the effect "bid by job" with a few details for the customer and the contract price.

True North · 11-21-2008, 08:19 PM

Quote:

Originally Posted by rbsremodeling

My estimates are 20-50 pages long of cost detail...

Wow, that's a lot of detail. Is that what you submit to your clients? If it is, how do they respond to that? I'm sure it separates you from the napkin guys.

If it's not too much trouble, could you post a sample (with sensitive data removed, of course)?

I'm always interested in estimating. It is the one thing that completely controls a company's future. As another poster put it: You cannot work hard enough to make up for a sloppy estimate.

SelfContract · 11-21-2008, 09:17 PM

Get new QB Enterprise version 2009 just come out. You can turn this new version into different software versions like : for industrial manufacturing comapnies, for contractor business, for design consultant, engineering, for non-profit org, for law firm, accounting firm, sale/marketing firm, etc. Tons of samples, formats, templates, etc. to build and fit your company specific needs, etc. Print company checks, online tax processing to IRS, online checks processing for customers/vendors, online paybills to banks, proposals & bids, contract samples, online payroll processing for employees, etc and etc.

One Enterprise version for multipe, different types of companies possible! ...welll except very expensive.. ~$3000+ for server version plus user seats, etc.

Sarah9910 · 12-24-2008, 06:20 PM

You don't need the 2009 verrsion of QB to have multiple types of company setup's. I have always recommended that people purchase the "accountants edition" for this purpose. Don't need enterprise version to do that.