If you want to import your quote to Archdesk from Excel, you have to adjust your file to the format that Archdesk system is able to properly read.
Prepare the file for upload
We have prepared a template that you can download from within the system. Go to your project Quotes and click the icon and then Import from Excel. The popup window will show you the instructions with the link to download the Excel template.
Save the file on your drive.
The first tab in the file will give you the 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 customised naming system for your documents, leave the reference number field empty for Archdesk to autogenerate the number for you.
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, labour 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 a 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 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 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 a 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 (just like as if you were trying to download the template - see the above) 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.