Getting Started
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If you are new to SoloAssist, we recommend you get started with the Setup Instructions below.
Setup
1 - Default 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. Many users copy it into OneDrive, Dropbox, Google Drive, etc, to share between multiple devices if required.
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.
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.
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.
2 - SoloAssist Setup
Follow the steps below to setup your SoloAssist estimating views.
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.
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.
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.
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 ► Options ► Databases ► Price List File Location ► press Activate.
Use the Help button to learn more.
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.
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.
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.
To complete a quote, you only need to add items into the Cost Schedule, Timber List and Job Specifications.
Note: Deleting items out of SoloAssist, will remove them from your quoting template. Items not used, will not show or contribute in the quote print reports. It will only show contributing items.
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.
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.
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.
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
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.
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!
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.
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.
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
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
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.
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!
