Pricing and labour

Pricing keeps the internal commercial basis and customer selling value visible on the same row. Every line has a customer-facing description and may also keep formatted internal detail that does not appear on the PDF.

Understand a line item

Field	Meaning
Quantity	Number of parts, visits, shifts or other units
Unit cost	Internal cost for one unit
Total cost	Quantity multiplied by unit cost
Mark-up	Percentage added to the internal cost
Unit selling price	Customer price for one unit; this can be rounded manually
Selling total	Quantity multiplied by the unit selling price
Margin	Selling value left after internal cost, shown as a percentage

Changing quantity recalculates both totals. If you manually round a selling value, Quote Control retains it and recalculates mark-up and margin from that value.

Price measured materials

Material quantities support each, m, m², m³, l and kg. Measured units accept up to three decimal places, from 0.001 to 100,000. Each, labour and existing custom units require whole quantities. For example, 2.5 m at £10 per metre costs £25 before mark-up. A 20% mark-up gives a £30 selling total. Line costs and selling totals round to pence before quotation totals are added.

Use the line’s pencil action to edit Part quantity, Unit and Reviewed unit cost (£). Quantity and cost edits in the same unit update the draft immediately. Choose Save draft after closing the editor, or use Cmd+S / Ctrl+S. A custom cost edit keeps your manually selected supplier and selling price.

Changing a unit or selecting an incompatible rate opens a quantity and cost review. No conversion is made. Check all three values, then choose Apply reviewed basis to update the draft; it is saved with the quotation. A unit change removes the old catalogue link and selling override. Cancel or closing the review discards only that proposal, keeping earlier draft edits. For scope-linked materials, use the asset task in Scope of works.

Catalogue-backed lines retain the rate basis used when they were added. If the company policy requires a catalogue-price explanation, the Review step identifies the current exception and a human must enter and confirm the explanation before submission. A changed price, quantity, unit, working-hours class or source basis invalidates the confirmation. Legacy or incompatible catalogue data is shown as unavailable for comparison rather than treated as a zero difference.

Apply reviewed parts evidence

Where optional parts research is enabled, its candidates and checks are evidence to review, not an automatic pricing change. Resolve source or checker uncertainty and acknowledge it when the review asks you to. That acknowledgement records your human decision; it does not certify technical suitability, accept the quotation or replace the normal review and approval controls.

Apply reviewed evidence preserves the current linked line’s quantity, unit, internal cost, mark-up, selling value and scope-owned wording by default. You can choose Use the reviewed catalogue cost only for a compatible line with a known current material cost. This is an explicit commercial change to the line’s internal cost; it does not replace the quantity, selling value or scope-owned wording. Check the revised pricing before saving the draft.

Accessories are optional. For each accessory you include, enter its quantity, unit and internal cost yourself. A product listed as included in a kit does not create a separate charge. The normal linked-line and quotation checks still apply.

Organise a larger quotation into sections

Sections are optional. A simple quotation can keep the existing flat list. For larger work, select Add section and give the section a short customer-facing title, with an optional plain-text description. When you add the first section, Move all current items into this section is selected by default so an existing price can be organised without moving every row individually.

The quotation owner or an administrator can add, edit, reorder and remove sections while the quotation is editable. On desktop, use the labelled grip handles to reorder sections or move items within and between sections. Each line keeps Edit, Move up and Move down visible. Open Line item actions for Move to section, Duplicate line item and confirmed Delete line item. The same controls work on mobile without drag. Moving can target an empty section or Unassigned; duplicating a line keeps its section. A new scope-linked part or access cost is left in Unassigned items because Quote Control cannot safely guess its commercial section.

When a quotation has three or more sections, use Jump to section to move to a section without scrolling through every line. The targets follow the saved section order. Collapse all and Expand all change only the current view; they do not change or save the quotation. Jumping to a collapsed section does not expand it.

Each expanded section repeats its Add item, labour-rate and Add labour controls below its existing lines. Use this footer when you finish reviewing a long section. The new line is added to that section in exactly the same way as when you use its header controls. Read-only and collapsed sections do not show the footer.

Drafts may be saved with an empty section or an unassigned item, but cannot be submitted until every section contains an item and every item is assigned. Removing a section never removes its pricing lines: they move to Unassigned items, where ordinary editable lines can still be moved, duplicated or deleted. Scope-linked parts and access costs are removed through their owning asset-preparation task. Removing the final section restores the flat list and full item detail on the customer PDF. An issued quotation remains read-only until its owner or an administrator creates a new revision.

Each section shows a derived selling subtotal. Additional labour, other costs and contingency remain quotation-level controls rather than being silently allocated to a section. Use PDFs, documents and revisions to choose how section pricing appears to the customer.

The Notes step mirrors this section order as an internal review aid. It shows each section’s title, optional description, item count, subtotal and line detail. Empty sections and unassigned items remain visible there, so you can spot incomplete organisation while writing a note. A quotation without sections keeps the familiar flat line-item summary.

Add a controlled labour rate

Administrators maintain labour rates under Administration → Labour rates. A rate can represent normal hours, out-of-hours or another company-approved visit type. Select it from Pricing, then set the quantity for the number of visits or shifts.

A labour rate contains an internal cost and selling price. If its internal cost is genuinely unavailable, the administrator records Not recorded rather than a misleading zero. The quotation withholds gross margin and cannot be submitted until the cost is supplied.

Price an asset-preparation task

Marking Part cost received on an asset task creates one linked pricing line. The repair recommendation becomes the customer-facing description and the received part cost becomes the starting unit cost. You can replace that linked cost when the quotation needs a different commercial basis.

Marking Access cost received reveals Received access cost and creates a second, independent line with quantity 1. It is labelled Access linked, uses Access for <asset> as its description and appears under Other costs in the commercial summary and PDF. It is not a supplier part, so it is excluded from the order purchasing summary and obsolete-component checks. You can still record internal notes or deliberately override its cost and selling price.

Clear Access cost received to remove only the access line. Clear Access needed to clear its request, receipt and amount as well. Neither action changes the task’s part line. Previously issued revisions and PDFs remain unchanged.

The asset task and pricing line stay linked, but free text is not used to infer coverage. Review any advisory mismatch before submission.

For a linked line, part quantity and unit are edited on the asset task rather than in Pricing. This single owner keeps the task and commercial total aligned. Changing that quantity also scales an existing rounded selling total so the reviewed unit selling price does not change unexpectedly.

Review updated rate cards

Changing an Administration rate never silently rewrites a draft. When a draft contains rate-card lines whose controlled values have changed, Pricing offers a review. It shows the saved and current values side by side and selects nothing by default. Save other draft edits first, then compare description, supplier, unit, working-hours class, cost-known state, cost, mark-up and selling value. Choose only the lines you intend to refresh and review the resulting total. If a rate changes before confirmation, Quote Control rejects the update and asks for a fresh review. If the rate’s unit changed, the bulk refresh leaves that line unchanged. Open its line editor to review the new quantity and price basis; use the asset task for scope-linked materials. Issued revisions remain immutable.

Reuse a company part mapping

Optional parts research can show an exact prior company mapping with its verification date and original conditions. Review its evidence for the current work before applying it. It never supplies fresh stock or supplier prices and never changes a quotation automatically. Administrators can explicitly save verified public facts for later use through Company part mappings.