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Service Estimator Logo

 

The #1 Estimating Software Solution for Commercial HVAC Maintenance Service.

 

Service Estimator is the easy-to-use program that lets anyone create professional proposals...FAST. You don't have to be experienced at estimating maintenance programs to get results with Service Estimator.

 

Service Estimator has the following advanced features:

 

Administrator Protection
Easy-to-use interface and intuitive wizard style data entry
Advanced record filters
Proposals and Reports print locally on your own printers
Pre-loaded equipment database
Pre-loaded filter database
Pre-loaded belt database
Pre-loaded equipment tasks database
Pre-loaded proposal document templates

 

To begin using Service Estimator, simply click the Desktop icon and log in.

 

Desktop Shortcut Icon

 

User Log in

Login

 

Your user name and password is established by the Administrator during initial setup. They are case-sensitive. Logging in as Administrator gives you complete access to all functions of the software and allows you complete control over the Customer Manager, Account Managers (estimators), etc. Logging in as a user will only allow you to view and manage your own estimates and customer records. Some areas of the program may be restricted unless you have been given Administrator privileges.

 

Service Estimator Console

Console

 

The console gives you access to the main features installed in Service Estimator. The controls themselves, are self explanatory. From here, you can access just about everything you need:

 

Set administrative permissions
Manage personnel, establish users
Set default estimate rates and other values
Add/edit contacts
Add/edit customers
Create new estimates
Manage equipment database
Customize proposal document templates
Access sales tools
Review sales productivity
View/print reports

 

When you are logged in, the console displays the username and company name in the lower left hand corner. There is a link to the built-in help files and also a quick link to bring up the Outlook reminders on demand. If multiple users share a computer, you can Log out without shutting down the program, allowing another user to log in.

 

Create New Estimate

Estimate Generator

 

The 'Estimate Generator' form is designed to capture all the information you will need to produce a new estimate record. The proposal numbers are automatically generated each time you set up a new location. The 'Customer Name' control is a pull down list so you can select a pre-existing customer without having to type in new information every time you create a new estimate for that customer. Of course, you can add new customers from this screen as well. And to make it even easier, if the job site location happens to be the same as the billing address, simply click the >> icon to copy the data over to the 'Job Location Information' fields. When the location record is saved the information is stored in the 'Customer Manager' as a "Job Site".

 

In the Pricing Data area you must enter the Round Trip Mileage to the job site, any parking fees associated with the location of the job site and select an agreement type from the drop down list. If you need an explanation of what is covered in the various agreement types, simply click the information icon in this area and then select an agreement type for a brief description of the coverage.

 

Customer Manager

Customer Manager

 

The Customer Manager displays the "Customer Name" and the "Location Name" for all estimates. Since most contractors refer to their service agreements by location, the location names are sorted alphabetically making it easier to find them in the list. You can filter records by sales rep, location name or estimate status. The estimate ID's are displayed as hyperlinks along the left hand side of the form, allowing a single click action to take you to the job screen where the estimate was created. The lower, tabbed area, allows you to update and manage customer/location information, create/edit notes and mange billing addresses. Service Estimator allows you to create as many billing addresses as you wish.

 

One of the most significant benefits of Customer Manager form is the snapshot of all available pricing options to view at a glance. No matter which maintenance program type you choose when you set up a new estimate, Service Estimator automatically calculates them all, which can give you a competitive advantage in advance. You can also add an image of the property location, which enhances the eye appeal of the form. It also helps to identifying your customer.

 

To add photos to the Customer Manager forms, see Add Photos

 

Equipment Editor

Equipment Editor

 

The "Equipment Editor" already contains hundreds of equipment types and sizes built into the database. It also contains a list of commonly used control devices, as well as hundreds of predefined maintenance tasks. This form allows you to view, add or edit any of the equipment types, sizes, controls or maintenance tasks. If you come across a unique piece of equipment that's not in the list, you simply create the criteria based on your own experience, including specific maintenance tasks items.

 

The upper portion of the form allows you to scroll through the list of equipment types and to switch views between equipment and controls. For example, If you enter a new control device, simply check the box marked 'Control' and that item will only appear in the controls list. Likewise, if an equipment type would normally use a filter or belt, check the 'Requires Filters' and 'Requires Belts' box next that equipment type. This will enable the 'Add Filters' and 'Add Belts' control buttons on the Equipment Data form when creating an estimate.

 

In addition, you can remove equipment types from the list without deleting them. Simply check the 'Hide' box next to that equipment type and that item will no longer appear in the list of available equipment types on the Equipment Data form. This option is popular vs. deleting the equipment type from the list, assuring that the data is available should it become an item that you need to price in the future. To add an equipment type back into the list you would simply open this form and uncheck the hide feature.

 

This is just one of the many ways to enjoy the benefits of not being restricted by a standard set of data values. All of the data in Service Estimator is completely customizable.

 

Equipment Data Form

Equipment Data Form

 

The Equipment Data form is the primary form used to create an estimate. Your estimate is recalculated each time you save a new piece of equipment to your estimate.

 

From the 'Equipment Data' form you can access several hundred types and sizes of pre-installed equipment data, including control types. There are over 300 filter types and sizes and nearly 1,000 belt types and sizes pre-installed in this database. We have also included specific maintenance tasks for each equipment type as well. After you have entered the primary data for the equipment, you can drop down to the tabbed area below and include belts and filters. If you have multiple pieces of equipment that are the same manufacturer and model number, you can copy an equipment record, add the new serial number and edit the Unit ID. This makes estimating large jobs quick and easy.

 

We have made it convenient for you to create an estimate quickly, while giving you better control over your costs. You can also add an image of the equipment, which enhances the eye appeal of the form. It also helps service managers to identify certain conditions that may require a more specific pricing strategy or task schedule.

 

To add photos to the Equipment Data form, see Add Photos

 

Filter Data Form

Filter Data Form

 

Filter data is entered by selecting the 'Filters' tab on the 'Equipment Data' form and clicking the 'Add Filters' button. Equipment data is then transferred to this form and relates to the Equip ID specific for the agreement location. In the Area Served section, you can identify the area of the facility that this piece of equipment serves. Convenient pull down menus allow you to select filter type and size with ease. Enter quantity of filters per change and change frequency.

 

Note: that the change frequency defaults to 4 x per year. This can be changed by checking the box next to it, which unlocks the 'Changes Per Year' field allowing you to edit the number of times the filters are changed for this piece of equipment.

 

Filter change labor and cost per filter are pre-determined, but can be edited on the fly on a 'per estimate' basis without skewing the data in the filter tables.

 

Labor Grade defaults to Level 1. This can be changed by checking the box next to it, which unlocks the Labor Grade field allowing you to select Labor Grade Level 2 for a more competitive estimate.

 

And notice that you can add multiple filters, for each unit.

 

Belt Data Form

Belt Data Form

 

Belt data is entered by selecting the 'Belts' tab on the 'Equipment Data' form and clicking the 'Add Belts' button. Equipment data is then transferred to this form and relates to the Equip ID specific for the agreement location. Convenient pull down menus allow you to select belt type and size with ease. Enter the quantity of belts per change and change frequency.

 

Note: that the change frequency defaults to 1 x per year. This can be changed by checking the box next to it, which unlocks the 'Changes Per Year' field allowing you to edit the number of times the belts are changed for this piece of equipment.

 

Belt change labor and cost per belt are pre-determined, but can be edited on the fly on a 'per estimate' basis without skewing the data in the belt tables.

 

Labor Grade defaults to Level 1. This can be changed by checking the box next to it, which unlocks the 'Labor Grade' field allowing you to select Labor Grade Level 2 for a more competitive estimate.

 

And notice that you can add multiple belts, for each unit.

 

Default Estimate Rates

Default Rates - Locked

 

Since service rates are usually based on market demand, we have included a "Default Estimate Rates" table so you can adjust the rates your company requires to stay competitive. You set these rates and markups once and all estimates generated maintain the same profitability standards.

 

Default Estimate Rates - Edit

Default Rates Unlocked

 

This form is protected with the Level 1 (Administrator) password, which prevents unwanted tampering. When it is unlocked the text turns blue, which means it is open in edit mode. It is recommended that you visit this form at least once a year to evaluate your current costs and determine any increases that may be appropriate.

 

There are many features within Service Estimator that will enhance the way you do business, but these are the ones you will use the most.