Getting Started

Using the Help Centre

Use the side menu or search field above to locate your topic. For best search results, enter keywords with the exact terminology used in SoloAssist.

If you are new to SoloAssist, we recommend you get started with the Setup Instructions below.


Throughout SoloAssist software are Help buttons that link you directly to the relevant topic of your location in the Help Centre. It has instructions for Toolbar commands, How do I…, Troubleshooting and User Tips.

Setup Instructions

1 - SoloAssist Folder Structure

After installing SoloAssist, there will be several folders setup on your device in Documents SoloAssist to help get started. Below is a brief overview of each folder.

Please note, it is not mandatory to use the SoloAssist folder structure. However, feel free to copy it into OneDrive, Dropbox, Google Drive, etc, to share between multiple devices if required.


All databases created by SoloAssist are stored here. In addition, you can find automatic backups of your database files within the DocumentsSoloAssistDatabasesBackups folder should you need a recovery.

If you are using multiple devices, you will need to share and access the database files from a central location e.g. OneDrive, Dropbox, Google Drive, etc.

See Options to learn more


This is where SoloAssist keeps your Live Pricing suppliers price lists and connection details. The supplier price list files cannot be viewed outside of SoloAssist as they have been securely encrypted to protect the intellectual property of the supplier.

We recommend storing all business logos or image files in this folder that you use in SoloAssist. However, this is not mandatory.

This is the SoloAssist default location for storing your quotes and jobs. You are not restricted to use the SoloAssist default folder location. You may choose to use a different folder location to save your files.

In the SoloAssist default folder, you will find subfolders for storing Quotes Open that you are working on, as well as Quotes Closed that you did not win. There are also folders for Jobs Open that you won as well as Jobs Closed that you have completed.

The Backups folder stores the SoloAssist automatic time spaced backup files. This Backup folder is the first place to look when attempting to recover lost work.


This folder has multiple time spaced backups of all your quotes and jobs.

This is where you should be saving your new quote folders. To save folder setup time, you can copy & rename the Sample Job folder as its already setup for you to start. Then delete the Sample Template file out of the new copied folder.


The Sample Job folder is already setup with sub-folders to show you an example of how a job should be setup. To save time, copy, rename and paste it into the Quotes Open folder for a new quote/job folder.


For quotes you didn't win, move the job folder here.

For quotes won! Move the job folder here.
For completed jobs, move the job folder here to archive.

SoloAssist stores its settings here. We recommend this folder not be shared with other users as the settings are specific to your computer. The Settings folder files can be safely deleted as SoloAssist will recreate them back to the default settings.

This is a convenient location to store your suppliers price lists used in SoloAssist.

2 - SoloAssist Setup

Follow the steps below to setup your SoloAssist estimating views.


Step 1
Start New Quote

From the SoloAssist software Home menu, select Start New Quote. Then select Use a copy of the Sample Template. Fill-out the Job Details then go back to the Home menu.


Step 2
Company Setup

Go to the Home menu and select Company Setup. Enter your business details including your header logo. Then select the green button called Business Terms of Trade, and setup your default terms & conditions for Business, Variations, and Sales Invoices. If using the Sample Template or a copy of the Sample Template, it will already be setup with default terms & conditions for you to review and edit.


Step 3
Column Width Adjustments

From the Cost Schedule view acroos the the Progress Payments view you will need to check each views column widths making sure you can read all the information running down each column. Move your mouse cursor over the column heading bar, then hold down the left button and drag it wider to the right-hand side. On each views 'Notes' column, you can widen the column from the (4) dotted gripper on its right-hand side.


Step 4
Price List (shared database) - Activation

After starting your first quote, it's important to activate the price list database as soon as possible. If you have already been using SoloAssist and have many quotes or job files, then click here, to read the instructions first. Otherwise, proceed below.

To activate your Price List database, go to Home menu ► OptionsDatabasesPrice List File Location ► press Activate.

Use the Help button to learn more.


Step 5
MYOB or Xero Connection

Go to the Home menu and select MYOB or Xero Connection, then fill-out the prompts to connect.

Use the Help button to learn more.


Step 6
Suppliers

Go to Suppliers view and add your suppliers details. This is mandatory before starting a quote. It will automate your supplier selections throughout SoloAssist to save time and enter quotes. If you're wanting to import suppliers details from Xero or MYOB, then go to Suppliers Settings.

See Suppliers Settings to learn more


Step 7
Price List

Open the Price List and add all your common supplier names and link them to their Suppliers view details. Then enter their pricing to the items in the Price List.

Use the Help button to learn more.


Step 8
Go to the Quoting guide!

To complete a quote, you only need to add items into the Cost Schedule, Timber List and Job Specifications.

Note, deleting items out og SoloAssist will affect your template for the next quote. Items not used, will not show or contribute in the jobs quotation.


Use the Help buttons in each view to learn more as you go!

3 - Starting your first quote

Before starting a quote, make sure you have setup a job folder and saved your plans into it or a sub-folder of it.


Step 1
Start New Quote

Go to the Home menu and select Start New Quote under Welcome, then select Use a copy of the Sample Template. If you have already started several quotes, then choose to Select an existing quote as a template, then select your most up-to-date quote file with price list and template changes.


Step 2
Job Details

After starting a new quote, the Job Details will open automatically to enter the site/job information. Fill out the required fields in each tab view e.g. Site Info, Client Details, Client Representative & Documentation, then click OK to continue. Then save the quote into your job folder. You can return back to job details later if required.


Step 3
Save Quote

Save the new quote into its own job folder. SoloAssist has pre-setup folders in Documents SoloAssist Quotes & Jobs Quotes Open. By default, SoloAssist uses the Site Address as the new quote name, which is typically a good name for its job folder.

See Manage job folders below to learn more about setting up your job folders.


Auto Backups

SoloAssist will automatically create time spaced backups while you work. Backup quote files are located in Documents SoloAssist Quotes & Jobs Backups


Step 4
Plan Scan

Before adding plans into Plan Scan, make sure the job plans have been saved into your job folder. This ensures job-specific documentation stays together enabling SoloAssist to locate the plans from within the job folder or its sub-folders.

Compatible image files: PDF, JPG, PNG, TIF, GIF.


Step 5
Entering Items & Quantities

The Cost Schedule, Timber List and Job Specifications are the only views needed for entering items, materials, labour, quantities and supplier quotes to complete your quote. Use the grey Quantity and Rates column fields to enter your item quantities, supplier or subcontractors quotes. Optionally, you can use Plan Scan to measure-up quantities sending them directly into the quote as you go. The other SoloAssist tab views, help you run the job after winning the quote!


Step 6
Go to Quoting guide

Before proceeding with your quote, make sure you have completed the SoloAssist Setup.

To complete your quote, you only need to add items in the Cost Schedule, Timber List and Job Specifications.

Don't delete items your not using. This will affect your template for future quotes. Items not used, will not show or contribute to your job quotation.


Use the Help buttons in each view to learn more as you go!

4 - Quoting Guide

The following steps are a guide to start quoting.

To complete a quote, you only need to add items into the Cost Schedule, Timber List and Job Specifications.

Use the Cost Control view to check your overall quoted budgets as a summary.


Step 1
Go to Home (menu) and select Start New Quote, then select Use a copy of the Sample Template. However, if you have already started another quote then Select an existing quote as a template. This should be the most up-to-date quote template with your latest changes.

See Home (menu) to learn more


Step 2
Open Job Details, then fill-out the Site Info, Client Details and Documentation. Then click OK, and save the quote into your job folder.

See Job Details to learn more


Step 3
Go to Cost Schedule Settings and make sure your Business Markups and Labour Rates are set correctly.

See Cost Schedule Settings to learn more​​​​


Step 4
Open Plan Scan, then add your plans. Then Rename each plan tab to the correct plan names and Calibrate the Plan Scale on each plan you'll be measuring quantities.

See Plan Scan to learn more


Step 5
Go to Cost Schedule and fill-out the Work Groups Preliminaries and Site Setup.

See Cost Schedule to learn more


Step 6
In the Cost Schedule, Timber List and Job Specifications, scroll top to bottom or use the Group search to familiarise yourself with the groups and items already setup.

Entering Quotes

All supplier or subcontractor quotes will get entered into the Cost Schedule items called Quoted by:. Double click on the item name 'Quoted by:' to open the item window, then select your supplier then enter the quoted amount. Then click OK.


Use Plan Scan (on-screen takeoff) on your duel screen in conjunction with each view to measure-up and send in your quantities as you go.


Try to enter and measure items in the same order you would build it.

Each view has a Help Centre link for How do I… and Troubleshooting user tips.


5 - Evolving your quote template

1
Make sure you have completed Starting your first quote and SoloAssist Setup, before proceeding.

2
Each time you start a new quote, SoloAssist will ask you to choose from two options, Select an existing quote as a template or Use a copy of the Sample Template. If it's your first quote, select Use a copy of the Sample Template, but if it's not, then Select an existing quote as a template.

When selecting an existing quote as a template, SoloAssist automatically creates a copy of the quote removing any job-specific data entries, leaving you with a cleared up-to-date template ready to start the new quote. Hence, rolling forward all previous template and price changes.

Following this practice will evolve your quote template to suit your future business quoting structure. We recommend you have just one master template, rather than multiple templates you'll need to keep individually updated. But yes, you can have multiple templates if required e.g. Multiple Spec Home Designs.

6 - Converting a quote to a job

Step 1
Contract Total Lock

Double click on the padlock next to the contract total, then lock the padlock. This will ensure the Contract Total and Progress Payment claim stages won't readjust if material or labour changes are made while running the job.


Step 2
Move the Job Folder

If you have saved your jobs to the SoloAssist default location in Documents SoloAssist Quotes & Jobs Quotes Open. Then move (cut 'n' paste) the job folder from the Quotes Open folder to the Jobs Open folder. Then when you finish the job, move it to the Jobs Closed folder. This will keep you organised and stop folder and file cluttering on your computer. Yes, its that simple!

Trial Period

Information

1
The SoloAssist software trial period is 14 days. However, it can be extended if required for another 14 days.

2
The SoloAssist trial gives you full access to all features for Estimating and Estimating + Plan Scan for two (2) devices and Plan Scan one (1) device only. To open SoloAssist each time, you will need internet access to validate the trial.

3
If you decide to purchase SoloAssist during or after the trial period, you won't lose any work. You will be able to continue working on any previous quotes, jobs or templates.

4
The SoloAssist software sample template for estimating, quoting and job management, comes pre-setup for you ready to use and customise. Check it out, it's awesome!