If you want to import your quote to Archdesk from Excel, you have to adjust your file to the format that the Archdesk system is able to properly read.
Prepare the file for upload
During the Implementation Process, we shall prepare and test with you a template for your Quote. In order to upload it to Archdesk, you will have to go to your project Quotes and click the icon, selecting then Import from Excel button. There you can select between the multiple templates set up for your account - you may also have a single one (default), according to your company estimation needs.
There are multiple templates that are fitted for the upload of the Quote in Archdesk. All are Excel-based and the information inside it must, at first, be saved on your drive - before the upload should happen.
For example, one of the most common templates is the "Default Multi-sheet Excel Template", presented below.
The first tab in the file will give you instructions on how to use the template.
In the second tab, you fill find fillable boxes where you can add the reference number, description, assign owner. If you don't have a customized naming system for your documents, leave the reference number field empty for Archdesk to autogenerate the number for you.
NOTE!!! Make sure that the Currency field is filled in - in this case, GBP for the British currency.
The next tab is the Section Tab. You can rename it to what works best for you. Let's say you want your sections to represent the build stage e.g. Drainage, Foundations, Ground Floor. Under all those sections you can list main products, components, labor cost, etc.
To create a second section, duplicate the tab.
🚨It's important to duplicate the tabs for sections as there are different formulas embedded in the spreadsheet.
🚨Remember NOT to delete the 'Archdesk Section' text from the A1 cell.
Fields in the spreadsheet and what they mean:
- Is Main Product?- this column decides how the structure in Archdesk will look like.
- 1 - defines an item that is the main item or a category of items
- 0 - defines a sub-item
- Product Reference - if you have created a catalogue/stock of products in Archdesk, you can specify the reference number of that product here and Archdesk will auto-populate the rest of the product-related fields for you.
- Product Name - you can specify the name for the product and if it's different than the one in your catalogue, it will overwrite the name on the specific quote.
- Product Description - This is optional. You can add more product details here.
- Quantity - specify the numerical quantity of the product/service.
- Unit Name - the unit name will appear next to the quantity. Define the type e.g. kg, meters, pcs etc.
- Unit Cost - specify your cost of the item.
- Unit Price - specify the price offered to the customer.
- Budget Category - add a budget category. In Archdesk by default you will find three system categories. They cannot be modified. They are Labour, Materials, and Other. You can add more expense categories in the Archdesk system. Add the categories in Archdesk first and then list them in your Excel file to let Archdesk match the data correctly.
- Is Optional?
- 1 - YES
- 0 - NO
- Is Public?
- 1 - YES (this item will be visible to your customer)
- 0 - NO (this item will not be visible to your customer. It means the listed item is your cost and it will appear only on your budget documents)
Your Excel file should look like this:
🚨You always have to have a parent product or category (1) over your sub-items (0).
Notice how the Shingle/Gravel is the main item (with a price) and the Drainage Plastic 110mm became a category for all the components below it. Also, the cost for John Smith is not visible for the customer (hence there's no Unit Price) but it will appear on your budgeting documents.
Upload the file to the system.
Now you can upload it to your Quotes in Archdesk.
Go to your Project (from your project list)-> Quotes tab and click on the icon. The popup window will prompt you to select the file. Choose your Excel file with your quote and import it. Now, let Archdesk do the magic for you.
After the import, your Quote will look like this in Archdesk. Notice how the Tabs from your Excel file turn into Sections in Archdesk.
To learn more on how to manage your Quotes in Archdesk, check the article here.