Excel Figure Sheet
• Project Information Sheet
– This sheet is your cover page for the job. It tells everyone job name, site address and site contact, billing address and billing contact, owner information, job name, proposal number, payment terms and special instructions.
– This tab is your worksheet to help determine how much to charge for the various aspects of the job. It is where you set up your rates. From here you can also account for equipment usage/rental, travel expenses, labor and various labor categories you might overlook, mileage, outside services and equipment manufactured by FDC. If you are working on a GSA quote there is an area for GSA services/labor. The bottom of the tab gives you room for various supplemental costs and charges. Finally the tab tallies up the labor hours to tell crews how much time they have to complete the job.
• Materials List
– This is where you list all of your project materials. You fill in the blanks highlighted in yellow, and the tab calculates the rest. FDC part number is our internal part number, qty is how many of the item you need, mfg part number is the number from the manufacturer, cost ea. is what our supplier is charging us for the material, freight is what the supplier is charging us to get the materials to us, add x is where you type “x” if you want to cover this material on an extended warranty or service plan, vendor is where we are getting the material, MLP Ea. is what their list price is (if applicable), Tech Hrs is how many hours you would want to dedicate a tech to this material (each) to set it up, and Crew Hrs ea. is how many hours you would set a 2-man crew on the item to install/configure it. Everything in grey is automatic calculation that you do not need to mess with.
• Quote Templates
– Basic Quote: this template is your go-to template that populates with contact information and numbers. Scope of Work area is left blank for you to type what you want there. This area utilizes a Text Box so that you can format your paragraphs more cleanly and so that lines automatically wrap for you, similar to a word document. Since it is a Text Box, and time you want to Enter to a new line, you need to hold the Alt Key down.
– PARCS Quote: same as Basic Quote but themed for parking jobs.
• Item Summary
– Since we do “Lump Sum” proposals, we are restricted from providing itemized pricing on our quotes. However, many customers request itemized information on what they are purchasing from us, so we have a Summary of Values, which shows materials and their retail prices and extended prices based on rates set on the materials tab. Any remaining charges after taking your contract total and subtracting the total from Summary of Values should be called “Labor.” It is always best practice to provide this separately from the proposal so that it can’t be considered part of the contract.
– The figure sheet comes with one Option tab standard. If you want more than one option, you can right-click on the tab name and choose “Move or Copy.” A window of the tabs in the workbook will appear. Select the options tab and click the checkbox that says “Create a Copy” before hitting OK. You will now have a copied tab that you can reposition anywhere you want in the workbook.
– The Options tab works completely independently of the rest of the workbook. While it will pull in rates you assigned on the Estimator, nothing done on the Options tab(s) will affect your totals. Options tabs create their own individual totals that you can use on your quote
– Options are meant for minor adjustments to the quote and can involve materials and labor. This tab acts like a hybrid between the materials tab and estimator. There are 21 lines for materials and room on each to add material labor. If the option will involved extra out of town days not accounted for on the initial quote, there is room for travel expenses and additional crew days along the bottom of the tab. Finally there are also calculations to cover any of the optional materials on various levels of service plan.
• Extended Warranty
– This tab was built in response to TIBA PARCS installs. The extended warranty
Year 1 includes 4 trips plus 1/2 hr PM labor per device count. Year 2 includes 4 trips plus labor for 4 PM inspections (1/2 hour per device) plus Plat% (Estimator C14) per “x” marked device on materials sheet. Years 3-5 incrementally add 5% to previous year.
• MA Contract
– By default, MA contracts allow for 4 visits per year. This is shown on the MA Quote and spelled out in the statement: “This Maintenance Agreement covers  PMs per year” where the number in the box can be manually changed and the contract totals will adjust automatically.
– The Maintenance Agreement has 3 different levels of service. It is designed to show all 3 options on the quote, where you can manually remove the ones you aren’t interested in selling. Detailed below is how we arrive at the three different price levels.
– Platinum takes the platinum percentage entered on the estimator tab (15% by default) and adds one trip and one labor hour per PM trip highlighted on the quote. This MA type covers parts and standard labor on future service calls.
– Gold takes the platinum percentage entered on the estimator tab (12% by default) and adds one trip and one labor hour per PM trip highlighted on the quote. This MA type covers standard labor on future service calls.
– PM Only adds one trip and 20 mins per marked device.
– The MA Form outlines the schedule and frequency of maintenance trips. Check boxes at the top of the form must be completed to tell us what is covered under contract, what type of contract was sold, the inspection interval and billing interval. In the body of the form you must write in the year and mark the month that each ticket and invoice are to be generated. If there are any EMS calls covered by the contract that is marked at the bottom of the form along with any special rates if applicable.
• ProMat / Mat Tracking / WH_FolderList
– These forms should populate automatically from your materials list. They are used to create job folders used to complete the install.
– This tab tells you average labor required to successfully pull off various types of installs.