Configure Your Labour and Material Items

There are many reasons why we create work orders. Work orders support the ability to create accurate estimates and also support the ability to accurately track time and materials. Some companies put equipment into their overhead and some add it into every estimate they create. Neither is wrong or right, it just depends on how you have your company set up. What's important is that you account for everything required in a job and that you track how well you did on every job.

Ext-Tech

Click "Configuration"

Select "Labour & Materials" from the Pricing section.

Every client is set up with default labour and materials to get you started. The prices absolutely have to be updated to reflect your location and current prices. You many need to add or remove items if they do not apply to you. When you are initially onboard your EXT client success representative will go over this with you. We can help you make bulk changes to reduce initial data entry.

Click on the arrow to expand any of the categories.

Create a Labour or Material Item

Click "Labour & Materials"

Type in a name/label in the "Description " field.

You can change the category by clicking on the dropdown menu or leave it as is if you happy with the category that it is in.

Click the dropdown menu for 'cost category' and choose the appropriate category. In this case it will be materials.

Type in the "Unit " field the appropriate measurement - for example 'per yard'

Note that there is a 'track time' toggle. We only want to toggle this on for time based items, for example: labour or in some instances equipment.

If you do not have your divisions set up then there will be nothing to choose from in the 'division' dropdown menu. This will not hinder you from creating estimates with work orders. If you have divisions set up than choose the appropriate division. If it is used over multiple divisions choose the division in which you want to have the overhead and profit percent applied from.

Notice that when you pick a division and your budget is set up, the program will automatically pull in the overhead percent and the profit percent. **Do you not worry if you haven't completed your budget. You can manually enter in your overhead and profit percent.** If you decide at a later time to set up your budget you can apply the new overhead and profit percent easily. Shown later on in this guide.

Enter in the base cost - the cost at which you pay for the item.

The program will automatically calculate the output price.

If you want to charge higher for the item either change the final cost and the program will adjust the profit percent. Or change the profit percent to raise the final price.

Make sure you click outside of the box once you have changed the price or the profit percent.

The original output price was 44$, we changed the final price to 50$ and we can see that the profit percent went from 15% to 25.21%.

Click "Save"

Editing an Item

Click on the item you want to edit.

Change any of the fields by clicking into them and editing the information or choosing a different option from the drop down menu. Note that the first four fields are retroactive changes. Any changes to pricing are not retroactive.

Change any of the cost fields - this is NOT a retroactive change in your estimates or invoices living in a client file.

You can also choose to archive old items not in use anymore by toggling on "Archived". This will remove them from templated work orders but not from estimates/invoices in a client file.

Click "Save" to update the item.

Batch Updating Budget Rates

If you have created a budget and want to apply the overhead and profit percentages to your labour and material lists follow these steps. You can also reach out to your EXT client success representative if you need help.

Click "SET BUDGET RATES".

You can select all the categories to do at once by clicking "Select all categories"

You can also select specific categories by checking one or more of the individual boxes.

Click "APPLY TO ITEMS".

If a division has not been set for these items, the system will prompt you to choose a division.

Choose the division from the dropdown menu and click "ASSIGN DIVISION AND APPLY"

Once you have done this your items will be updated. Be sure to make sure that the cost categories for each item is set accordingly.