Quoted vs Actual table
The Quoted vs Actual table combines project estimates, quotes, and actual results into one view, but also helps to keep track of project-related activities and their progress, billings and income, cost, profit, and cash flow. Get a full overview of which products or services were initially quoted to the customer, which activities have been done and/or billed. Plus, it’s easy to see, whether these products/services are done in-house or delivered by a third party and, therefore, oversee different costs and income.
The table is based on quotes in a status defined as successful
(for example, Completed, Confirmed, etc.). Read more on statuses.Note!
The Quoted vs Actual table is part of the “Project add-ons” feature. To see the table, the user needs the permission
to “View project income and cost” and at least one of the following permissions: “View quotes linked to their projects and contacts” or “View all quotes”. Go to Settings > Administration > Roles and permissions
to give the relevant permissions to certain roles.
The table consists of successful quotes and/or quote product/service lines (if different projects are used for different services on the quote) related to that specific project. As the data in the table is based on quotes, for all related information to appear in the table, all tasks and sales documents need to be created from the original quote. Use the quote to task functionality
to create tasks (you can easily modify these tasks later on if needed) and always create sales and purchase documents from the original quote.
Each service line is displayed separately, so it's easy to see detailed information line by line.
The icon in front of each service name indicates whether the service is marked as in-house (person) or outsourced (box) on the quote. Read more on products.
The number under each service name shows the unit price
for the service.
For services offered in-house, you can see the progress
of activities. The mini progress bar shows the estimated work time for each service, but also how much is already done, yet to do, possible overtime, overscheduled activities and whether any tasks are over deadline. Done activities can be invoiced right there in the project view or in the Detailed work report. Read more on time-billing.
When hovering on the quantity of the services in the table, you can see the list of linked tasks, also the ones added under other tasks created via Quote to tasks feature. Read more on how to create tasks from a quote.
All columns show actual results (upper) compared to the quoted (lower, in gray) values. The values in the table are displayed in red if they exceed the quoted values.
The colored dots
in the table show the status
of the documents created (invoices or bills). Just hover over the dots to get a quick overview.
The Income to date
column displays the potential income based on the actual work done and therefore gives you an idea of how much you're potentially able to invoice.
Hover over the sums in either Invoices
column to see the document numbers. Click on the sum, to get to the list of documents (if more than one) or open the related document (in case of one) created from the original quote or quote lines.
The Profit column shows the difference between income and cost based on actual documents (invoices and bills created). The colored dots in the Profit column indicate cashflow
– the difference between the received and paid (incl. labor cost) amounts.
Everything related to the project, yet unrelated to the original quote is gathered on the Not quoted
line in the table (for example, project-related time entries not linked to the quote). This allows you to get a full overview of everything linked to the project.
section of the table displays an overview of all offered in-house and outsourced services, plus the overall difference
between the quoted and actual values. Click on the arrow to collapse the section.
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