QUOTE IT

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QUOTE IT

USER GUIDE

Quote IT user guide

Contents

Introduction ............................................................................................................................................ 1

Print a quotation ..................................................................................................................................... 2

Email a quotation .................................................................................................................................... 3

Customise your quote ............................................................................................................................. 4

Create your own quote template ........................................................................................................... 5

Note on saving .................................................................................................................................... 5

Create your own quote template ....................................................................................................... 5

Copy an existing quote to create your own template ........................................................................ 6

Adding headers and footers to your template ................................................................................... 9

Select the covering letter .............................................................................................................. 10

Select the header .......................................................................................................................... 11

Replace the company logo ............................................................................................................ 11

Adding the footer logos ................................................................................................................ 13

Repeating a header on every page ............................................................................................... 16

Set your signature graphic ................................................................................................................ 16

Changing text within the covering letter .......................................................................................... 17

Changing text within the item description ....................................................................................... 20

Changing the active item .............................................................................................................. 27

Adding and removing sections .......................................................................................................... 28

Add a new section ............................................................................................................................. 28

Why not delete the sections that I don’t want first? .................................................................... 28

Delete any sections that you don’t want .......................................................................................... 28

Change the order of sections ............................................................................................................ 28

Section configuration ........................................................................................................................ 29

Begin section ................................................................................................................................. 29

Repeat section .............................................................................................................................. 29

Import or export a quote template ...................................................................................................... 30

How to import a quotation template ............................................................................................... 30

How to export a quotation template ................................................................................................ 31

Edit a single quotation .......................................................................................................................... 32

Editing the quotation text ................................................................................................................. 32

Editing SMARTText ........................................................................................................................ 32

Exploding SMARTText ................................................................................................................... 33

Edit the clauses and conditions ............................................................................................................ 35

Clauses versus conditions ................................................................................................................. 36

Quote IT user guide

Add or remove a clause from the quotation .................................................................................... 36

Edit clause text .................................................................................................................................. 37

Add a clause to the list ...................................................................................................................... 37

Change the clauses view ................................................................................................................... 39

Save changes to the clauses .............................................................................................................. 39

Change the advanced clause settings ................................................................................................... 40

Set a clause to be selected automatically ......................................................................................... 40

Set clause recommendations ............................................................................................................ 41

Erase a clause .................................................................................................................................... 41

Save changes to the clauses .............................................................................................................. 41

Check your spelling ............................................................................................................................... 42

Address books ....................................................................................................................................... 43

Customer addresses .......................................................................................................................... 43

Save a site address ............................................................................................................................ 48

Edit the lead-in descriptions ................................................................................................................. 50

SMARTText descriptions ....................................................................................................................... 51

Project SMARTText ........................................................................................................................... 51

General .......................................................................................................................................... 51

Pricing ............................................................................................................................................ 51

Addresses ...................................................................................................................................... 52

Item SMARTText ............................................................................................................................... 53

General .......................................................................................................................................... 53

Pricing ............................................................................................................................................ 53

Description .................................................................................................................................... 55

Using the other SMART Estimator products ......................................................................................... 56

Model IT ............................................................................................................................................ 56

Schedule IT ........................................................................................................................................ 56

Report IT............................................................................................................................................ 56

Price IT ............................................................................................................................................... 56

BIM Toolbox ...................................................................................................................................... 56

Feedback ............................................................................................................................................... 57

Quote IT user guide

1

Introduction

Thank you for choosing SMART Estimator.

SMART Estimator Quote IT is a highly customisable document creator. Information about your

scaffolding is automatically shown in the quote.

Text and wording can be easily customised. The layout, images and fonts can be set to match your

company branding.

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2

Print a quotation

When you first open the Quote IT tab, you will see that a basic quotation document has been created

for you. It shows details about this project, and (if applicable) details of the item which is active in the

project browser.

To print your quotation, click the Print Preview button in the toolbar:

You will see that all of the sections in this quotation have been placed in order. Some of

the sections have been repeated, because they have information about items. Other

sections have not been repeated, because they only have information about the project.

A new toolbar is displayed while previewing a quotation:

Feature Description

Print Preview Closes the preview of the quotation and returns to the quotation editor.

Set Email Text Options for setting the text shown when using the Email As option.

Print Prints the report, providing options to select the required printer and paper options.

Quick Print Prints the report to the default printer.

Page Setup Allows you to choose the paper size, margins, and orientation: portrait or landscape.

Navigation Provides options to move back and forth through the pages of the report.

Zoom Zooms the report to allow you to see it in detail or to view multiple pages.

Page Colour Allows you to specify the background colour to use while printing, for example if your

company uses a coloured background on its stationery.

Export to Allows you to export the quote to an Adobe PDF or a Microsoft Word document.

Email as Allows you to create an email with the quotation attached as an Adobe PDF or

Microsoft Word document.

To close the preview and return, just press the Print Preview button again.

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Email a quotation

Creating an email with your quotation attached is discussed in the Print a quotation section, above.

It is possible to customise the text that will appear in your email by default. To do this, from the main

quotation view, select the Set Email Text button.

Change the text in this box and press OK to apply your changes. You can even include Project

SMARTText and images in your email text.

To save this text for future projects, use the OK button.

To go back to the last saved version of this text, use the Cancel button.

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Customise your quote

You will probably want to replace the SMART Estimator quotation with one customised for your

business. There are two types of customisation for you to consider:

 Customise the quotation template;

This means permanently changing the way the quotation looks to suit your business.

You can, for example, add your company logo and update the wording shown on the covering

letter.

Please see the Create your own quote template section for details of how to do this.

 Change the wording on a single quote.

Adjusting the wording on a single quote is straightforward.

Please see the Edit a single quotation section for details of how to do this.

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Create your own quote template

Note on saving

You may have multiple quotation templates. By default there are two, called “Full Quotation” and

“Summary Quotation”.

When you save a project as a SMART Estimator (.mIT) file (or to your Enterprise Server) not all

quotation templates are saved to the file. Quotation templates are saved to the file using the following

logic:

 If you have viewed or edited a template since you started this estimate, it is saved.

 If this project already included some templates when you opened it (and you haven’t deleted

them) those templates are saved.

 If you haven’t viewed any templates, the first one in the list is saved.

Create your own quote template

Before you start editing quotes and changing the way the quote looks, we would advise you to create

new templates based on the templates supplied with the software. These templates are stored inside

a folder named My Quotes (or Shared Quotes).

If you have been sent a quotation template (.mITq) file, please skip to the Import or export a quote

template section.

Editing tools

It is possible to edit the document without using text editing tool buttons. For example, if you

highlight some of the text and press the Ctrl and the B key together, the text will become bold.

However, it is much easier to make changes to the document using the text editing tools. To

show these tools, select the Text Editing Tools button in the main toolbar.

You will notice that some new buttons appear in the main toolbar. Also, a new toolbar appears

above the section document.

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Copy an existing quote to create your own template

Open a template that you would like to copy by selecting it from the Select Quote drop-down menu.

For the purposes of this example we are going to copy the “Full Quotation”.

Now open the template editing view by selecting the Edit this Quote Template button.

To create a copy of this Quote, including all of its section templates, select the Save to My Quotes (or

Save to Shared Quotes) button.

My Quotes / Shared Quotes

There is a special folder called My Quotes. If you have the network version, and are connected to

the Enterprise Server, this folder is called Shared Quotes. The Shared Quotes folder is shared by

everyone on your network. All of your quotation documents are stored in this folder.

It is possible to save and delete quotes from My Quotes / Shared Quotes.

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At the bottom of the drop-down menu, click in the New text box and type a name for your new Quote,

such as “Your Company Name Full Quotation”, i.e. “CADS Full Quotation”.

Click on Save to create the copy of the template.

You can check that you have successfully created a copy. Simply select the Save to My Quotes (or

Save to Shared Quotes) button again and you can see a new quote with the name that you selected.

Also if you select the Delete from My Quotes (or Delete from Shared Quotes) button, you will also

see the Quote that you have created. At this point you can delete unwanted quote templates.

It might be helpful to keep the original “Full Quotation” until you are finished with your new quote.

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To finish copying, close the Edit this Quote Template command by clicking the button again.

Next you are going to select your new template so you can change it.

If you now pick Select Quote, you can see the quote templates available for use.

Select the template you created from the list. In this example, it is called “CADS Full Quotation”.

Please note that you should save regularly whilst creating your template.

If you make a mistake it is often easier to close the Edit this Quote Template and start again with the

particular step that you were attempting.

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Adding headers and footers to your template

When you first open the quote in the Edit Quote Template command you will notice that it has generic

text, logos, headers and footers.

The first step is to edit the header of the covering letter.

If you would like to add a logo to your header or footer please ensure that you know its location on

your hard disk. The following file formats are supported:

 BMP Bitmap

 JPG JPEG

 PNG Portable Network Graphics

 GIF Graphics Interchange

 TIF Tagged Image File

 EMF Microsoft Enhanced Metafile

 WMF Windows Metafile

Now in Quote IT select the Edit This Quote Template button.

Please Note: If you DO NOT select the Edit This Quote Template button any changes that you make

will only affect the current project. It will not be possible to save the changes you have made for future

projects.

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Select the covering letter

Make sure that the Covering Letter section is selected, it will be highlighted as shown below.

Navigating a quotation

Every quote is divided into one or more sections. A section might appear only once, or it might be

repeated for every item in the project.

The active quote section is shown as the document in the middle of the screen.

If the quotation has three or less sections, a button is shown for each.

If there are four or more, a single menu is shown instead.

You can show different sections by selecting them from the toolbar.

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Select the header

To activate the header area of the template double click with your left mouse button in the area above

the customer address field. You will know that the header area is active as the text becomes darker

and the header tab is visible.

You can also use the Insert > Header button to select the header.

Replace the company logo

Select the default logo image (which includes the text “Your logo here”).

Press the Delete key to remove it.

Click on the Inline Picture button on the Insert Tab of the Text Editing Toolbar.

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Browse to the folder where your logo file is located, select it and click Open.

The logo will be inserted in the header area but it may not be the correct size.

Left click on your new logo.

To resize the logo, left mouse click on the resize circle on the bottom right of the logo. Move the mouse

to the right to resize the logo to fit into the header area. If you hold the Ctrl key down on the keyboard

whilst you are resizing this will maintain the logo’s aspect ratio and prevents the logo stretching

unevenly.

This ends the section on adding your company logo to the header.

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Adding the footer logos

You may wish to add industry compliant logos to your footer as well as your company registration

number etc.

In this example we are going to add logos and text.

Scroll down to the bottom of the Covering Page, double left mouse click in the Footer area.

The Edit this Quote Template, Covering Letter and Text Editing Tools buttons should still be selected.

Next, replace the “Your slogan here…” text with whatever text you prefer. Perhaps type in your email

and company registration number, or your company slogan.

The Home Tab on the text editing toolbar has options for setting the text font, height, colour etc.

Now you are going to insert your industry logos. These can be inserted and resized individually to meet

your requirements. Remember when resizing the logo, hold the Ctrl key down on the keyboard to

maintain the logo’s aspect ratio (to keep it the same height to width ratio).

Adding space for more logos

The default footer includes a table with some text and a logo in it. To see the gridlines of the table,

select the View Gridlines button from the Table Tools > Layout tab on the text editing toolbar:

The right column is only large enough for one image.

To increase the size of the right column, grab the column grip and drag it to the left.

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To add the first logo, select the existing “Your associations here” logo and press the Delete key to

remove it.

Select the Insert Tab on the Text Editing Toolbar and click on Inline Picture.

Browse to the folder where your footer logos are located, click on the logo and select Open. The logo

will be inserted in the footer area but it may not be in the correct position or be the correct size.

Select the logo with the left mouse button, resize and move as required (as described in the Adding

your company logo to the header section, above).

Once this has been completed, save your template. In this example the template is called “CADS Full

Quotation”.

Make sure that you save first before previewing the quote!

To make sure that this now prints as desired, first deselect the Edit this Quote Template button.

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Now select the Print Preview button.

You can now see the changes that we have made, as they will appear on the printout.

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Click the Print Preview button again to close.

Repeating a header on every page

To repeat a header on every page, copy the header from the Covering Letter section to each of the

other sections.

Don’t forget to use Edit this quote template mode on each section, and to save your changes.

Set your signature graphic

You can add a digital signature to your covering letter template and type in the estimator’s name. You

will first need to scan and save your signature to your hard disk. The same graphical file formats apply

as in the header and footers above.

To do this, make sure you have selected the Covering Letter and Edit this Quote Template buttons.

Click on the signature image below “Yours Faithfully,”

In the Explorer Window browse to the folder where your logo file is located, select it and click Open.

The signature image is inserted into the quotation. This graphic will be used for all future quotes you

print.

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This concludes the section on setting a signature for your quote.

Changing text within the covering letter

You have changed the header, footer and signature on your covering letter. Now let’s take a look at

changing the text in the main body of the letter.

As you can see the letter is in its standard “out of the box” format. Before we can change the text we

need to be back in the editing mode. To do this, select the Edit this Quote Template button.

For this example we are only going to show the total price of the contract and not the weekly hire or

extra hire fees.

To do this, highlight the sections to be removed and hit the Delete key on the keyboard.

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Repeat this to remove all the unwanted wording.

Now save your updated quote template.

Press the Print Preview button.

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And now you will see your updated covering letter.

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Changing text within the item description

Within our example, we are going to add a new paragraph entitled “Discount”. This will show how

much discount has been applied to the price.

To do this close your print preview from before, by deselecting the Print Preview button.

Change to the Item Description Section.

Now make sure the Edit this Quote Template button is deselected.

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You can now see how the items will look in the quotation.

Select the Edit this Quote Template button to change back to the template view.

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Normal Text versus SMARTText

There are two types of text:

 Normal Text

Most of the document is made up of normal text. To change this text, simply select it and type to

replace it.

 SMARTText

Some of the document is made up of SMARTText. SMARTText is created by taking information

from the project browser and other parts of the software. These chunks of text will automatically

update to match the rest of the software.

For example, if you add an item to the project, SMARTText for the new item will be created.

Types of SMARTText

There are two types of SMARTText:

 Item SMARTText

Item SMARTText shows information about a specific item in the project. For instance, it might

show the item’s name, or some information about the pricing for that one item.

 Other SMARTText

Other SMARTText includes any information which is not specific to a single item. For example, the

Contract Number as shown in the Project Browser.

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You can now see how the item breakdown is split up using Normal text and SMARTText.

We want to add an extra paragraph to the quote comprising of a “Discount” header text and some

text showing how much discount has been applied.

For this example you need to select a new row at the end of the item description.

Normal Text

SMARTText

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With the text editing toolbar, set your text to Arial, the size to 11, and make it bold.

Now enter your new header, Discount.

Press Enter to move to the next line. (This way our next changes do not effect the “Discount” line.)

Deselect the Bold text button.

At the top of your screen next to the Text Editing Tools button, you will see another button called

Insert SMARTText.

Here you can see the two types of SMARTText:

There is Project SMARTText. This is SMARTText which is not specifically related to any item.

There is also Item SMARTText. This holds information which changes as you make changes to a project

item.

To add the “Discount Details” we will be using a combination of Normal text and Item SMARTText.

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So type the following line of text using Normal text, beneath the heading “Discount”:

“A discount of”

Now using Insert Item SMARTText, add in the Discount Total.

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And finally add “ has already been applied to this price.” to the end of the line in Normal text.

Now save your updated quote template.

Then deselect the Edit this Quote Template button.

You can see how this new text displays with the SMARTText.

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Changing the active item

The document only shows item specific SMARTText for the active item. You can change the active

item in the Project Browser by clicking on an item.

When you change the active item, any item-specific information will change to match.

In fact, every version of this section document is different. If you make changes while Item 1 is active,

it will not affect the document which is shown for Item 2. If you want to make changes which affect

the document for every item in the project, see the Edit a Section Template section.

Here, Item 2 is active. (It is outlined in green).

I can activate Item 1 instead by clicking on it.

Please note, any changes that you make to a specific item cannot be saved and used

for future projects.

Future projects will not contain this specific item (even if they have a similar one),

so any changes you make here will only affect this section document, in this project.

It is a good idea to change the Section Templates before you make any item-specific

changes. To find out how, see the Edit a Section Template section below.

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Adding and removing sections

If you don’t want to keep the default sections in your quote, or if you want to add new sections to

your quote, you can do this by using the Add Section and Delete Section buttons.

Add a new section

Before clearing out all of the sections that you don’t want, you need to create at least one new section.

To do this, click on the Add Section (“S+”) button in the Sections part of the toolbar.

You will be prompted to give the section a name. Choose one and type it in.

Why not delete the sections that I don’t want first?

A Quote template cannot have less than one section. If you want to delete all of the sections in a

template, you need to add at least one replacement first.

Delete any sections that you don’t want

Any sections that are not required can be erased by selecting them from the Delete Section drop-

down.

When you have only one section left, this button will disappear, because every quote must have at

least one section. (To delete the last section, you must first add a replacement. See Add a new

Section, above.)

Change the order of sections

Press the Swap with Previous or Swap with Next buttons to change the position of the active section.

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Section configuration

The Begin Section and Repeat Section buttons are used to set whether this section is printed on a

new page or not.

Begin section

This option affects every section after the first (i.e. “Covering Letter”). If the first option is set, this

section will start on a new page. If the second option is set, this section will continue on the same

page as the section before it.

Repeat section

This option only affects sections which have item specific information in. For us, that means it only

affects the Item Description section. In the Print Preview, such sections repeat once for every item in

the project.

If the first option is set, every repeat will start on a new page. If the second option is set, every repeat

will continue on the same page.

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Import or export a quote template

How to import a quotation template

If you have been provided with a quotation template (.mITq) file by CADS or a colleague, you can easily

import it into SMART Estimator. If you received the file via email, please save it to a convenient

location. Make sure you know how to find it.

Press the Import Quote button.

Select the quotation template file and select Open.

If you receive the following message, select Yes.

You have now successfully imported the quotation template file.

To switch to your new quotation template simply select it from the Select Quote menu.

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How to export a quotation template

To export a quotation template, so you can share it as a file, select your quote from the Export Quote

menu.

You can now choose a suitably convenient place to save the exported quotation template.

Remember where you saved your template.

The exported quotation template file can now be easily transferred to another user or workstation via

email or file transfer.

If you are using the SMART Estimator Enterprise module, your quote templates will automatically be

available to everyone connected to your server, so there is no need to export your template.

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Edit a single quotation

When you have customised your quotation template, SMART Estimator will automatically set the

majority of the quotation text correctly for you. However, you may wish to change the text for a single

quote to account for special conditions or extra descriptions.

Editing the quotation text

Most text of the quotation can be typed over as you would in any other word processor. Some special

SMARTText is created automatically by SMART Estimator. There are a few ways for you to change the

wording of a block of SMARTText.

Editing SMARTText

There are two types of SMARTText:

 Editable SMARTText

 Non-editable SMARTText

Editing tools

It is possible to edit the document without using text editing tool buttons. For example, if you

highlight some of the text and press the Ctrl and the B key together, the text will become bold.

However, it is much easier to make changes to the document using the text editing tools. To

show these tools, select the Text Editing Tools button in the main toolbar.

You will notice that some new buttons appear in the main toolbar. Also, a new toolbar appears

above the section document.

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Editable SMARTText

Some SMARTText can be edited using special tools. To access these tools, select one piece of

SMARTText. The easiest way to do this is by just clicking on it once. The whole of the SMARTText will

be selected. If you select more than a single piece of SMARTText, (even if you have only selected the

text and an extra space), the tools will not appear.

For example, clicking on the Scaffold Dimensions SMARTText reveals this:

Non-editable SMARTText

Most SMARTText is not editable. This can only be changed by erasing it and typing some other text,

or by “exploding” it. See the next section for details.

Exploding SMARTText

All SMARTText includes an option to convert it to basic text. Click on the SMARTText to show the

Convert to basic text button:

Try it!

Select the Include Elevation Height checkbox and press the green tick to add some extra detail

to your quotation.

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Changing SMARTText into basic text means that changes made in other parts of the software will no

longer affect this text.

For example, if I delete the item tendered price SMARTText and replaced it with “£1000”, any changes

that I make to the item’s pricing will not change the £1000 value. The text is now fixed to “£1000”

unless I type over it again.

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Edit the clauses and conditions

A list of clauses (sometimes known as conditions or qualifications) can be added to every quote. It is

also possible to set clauses for individual items within the quotation.

Clauses are specific blocks of text that are placed automatically within the quote, which can be easily

added or removed:

There are a set of tools available to make adding and removing clauses from the quotation as easy as

possible. To access these tools, simply click on the Clauses SMARTText or on the Terms and

Conditions SMARTText. A box will appear with some tools:

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Clauses versus conditions

SMART Estimator Quote IT differentiates between “clauses” and “conditions”.

 Clauses

Clauses are associated with a single item in the project. They may be different for every

project item. Clauses appear in the Clauses SMARTText.

 Conditions

Conditions added to the project itself. These are usually standard blocks of text which are

added to every quotation. Conditions appear in the Terms and Conditions SMARTText.

Add or remove a clause from the quotation

To add a clause to the quotation, simply check the Select box for that clause:

To remove a clause, simply deselect the box.

Note: To save changes to the Select column for:

 this project, use the green tick (Accept and Close) button;

 future projects, please see the Change the advanced clause settings section instead.

The clause Name is provided to make clauses easier to locate in the list. The name does not appear

in the quotation.

Save your changes by pressing the Save these Settings to All Templates button. This will store your

changes for future projects. If this button is hidden, press the All Clauses or All Conditions button to

show it.

Note: This does NOT save changes to the Select column.

Check the select box to add a clause to the quotation.

Personalising the clause Names can make it easier to find clauses in the future.

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Edit clause text

To change the text which appears in the quotation for a clause, change the Description text:

Save your changes by pressing the Save these Settings to All Templates button. This will store your

changes for future projects. If this button is hidden, press the All Clauses or All Conditions button to

show it.

Add a clause to the list

At the bottom of the Project Conditions configuration page there is a section named Add to Group.

Within the Add New Clause section, click your mouse in the second column from the left, named Add

to Group.

Edit a clause Description to change the text which appears in the quotation when this clause is selected.

IMPORTANT: If you are adding new conditions to an existing group you must type the exact

name of the group into this box. If you type something different, the Project Conditions tool

will automatically create a new group with the name that you entered.

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Now click in the next column on the right. In this box you can enter a Name for your clause, to make

it easier to find.

Press the Tab key again on your keyboard, this will move your cursor across to the next column on the

right. In this box you can enter a Description. This is the text which will appear on the quote.

Press the Add button to add this clause to your list.

This clause is now available for this quotation only. To make it available for future projects, select

the Save these Settings to All Templates button.

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Change the clauses view

There are three viewing options for clauses:

 All Clauses (or All Conditions)

 Clauses Selected for this Item (or Conditions Selected for this Project)

 Recommended Clauses (or Recommended Conditions)

All Clauses is the basic view, showing every clause, whether it is selected or not.

Clauses Selected for this item will only show clauses which have been selected, so they will appear in

the quotation.

Recommended Clauses is empty by default. It includes clauses which SMART Estimator Quote IT does

not automatically select for you, but which are marked as recommended for a particular item or

project.

Save changes to the clauses

You can save your changes to the clause names, description and advanced settings (see below) by

pressing the Save these Settings to All Templates button. To change only the clause selection, choose

the Accept and Close button instead:

Save these changes to All Templates stores the text changes to individual clauses.

Accept and Close applies the clauses you selected.

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Change the advanced clause settings

SMART Estimator Quote IT provides some powerful tools for automatically adding and recommending

clauses and conditions for every project.

To access these settings, press the Advanced Settings button.

When you do this, three new columns are added: Select by default for, Recommend for and Erase.

Set a clause to be selected automatically

There will usually be some clauses that you always add for every project. You may have some clauses

which you always add for a particular type of scaffold. For example, if a loading bay is in use, you

might add a clause describing responsibility for the foundations.

You can use the Select by default for options to tell SMART Estimator Quote IT when to select a clause

for you automatically.

For future projects:

 If the Project Terms and Conditions option is selected, this condition will be automatically

selected and shown in the Terms and Conditions SMARTText.

 If a scaffold type is selected, this clause will be automatically selected and shown in the

Clauses SMARTText, for items which include the selected scaffold type.

For example, if Independents is selected, this clause will be shown automatically for any item

which includes independent scaffolds.

 If Manual is selected, this clause will be automatically selected and shown in the Clauses

SMARTText, for items which include manual scaffolds and also for empty items.

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Set clause recommendations

Some clauses are not useful for every project, but should be considered every time. For example, if

you have a clause related to winter designs, you would only want to include this for scaffolds which

will be in place over the winter period.

You can use the Recommended for options to tell SMART Estimator Quote IT when to recommend a

clause, rather than automatically selecting it for you.

For future projects:

 If the Project Terms and Conditions option is selected, this condition will appear when the

Recommended Conditions view is shown on the Terms and Conditions SMARTText.

 If a scaffold type is selected, this clause appears when the Recommended Clauses view is

shown on the Clauses SMARTText, for items which include the selected scaffold type.

For example, if Independents is selected, this clause appears when the Recommended

Clauses view is shown on the Clauses SMARTText for any item which includes independent

scaffolds.

 If Manual is selected, this clause appears when the Recommended Clauses view is shown on

the Clauses SMARTText, for items which include manual scaffolds and also for empty items.

For details on how to show the Recommended Clauses and Recommended Conditions views, please

see the Change the clauses view section above.

Erase a clause

To remove a clause from the list, select the X button in the Erase column for that clause.

Save changes to the clauses

You can save your changes to the clause names, description and advanced settings (see above) by

pressing the Save these Settings to All Templates button. If you have changed the clauses selected

for this quotation, choose the Accept and Close button as well:

If you don’t save these changes, the advanced settings will not be used for future projects.

Save these changes to All Templates stores the text changes to individual clauses.

Accept and Close applies the clauses you selected.

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Check your spelling

SMART Estimator will automatically check your spelling against a UK English dictionary. Many

scaffolding system names and common scaffolding terms are already included in this dictionary.

To manually check your spelling, select the text you want to check, then Click on the Spelling button

on the Review Tab of the Text Editing Toolbar.

If there are no errors, a message will appear:

Otherwise, a spell checker will appear:

To add a word to your dictionary, so it is no longer highlighted as an error, click Add to Dictionary.

Note that this will only add the word for you. Any of your colleagues that use the same SMART

Estimator Server as you will not be affected.

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Address books

There are four types of addresses within Quote IT. The customer address, the site address, your own

address and the address of your yard.

Customer addresses

To add a customer you can simply select the Open Address Book button.

And then to add an address select the Add Address button.

You now get a new contact card to fill in.

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Fill in the missing blanks for the customer.

When you select the contact, you have the option to fill in multiple names.

From here you can also set which one you would prefer to be the default contact.

Once you have completed this, select the Close button.

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To add a customer address to your letter, select the address SMARTText: “[Customer Address]” in your

covering letter.

You now have an option to either fill in a new address card and save it, or you can select a customer

name from the Customer Address Book. If you create a customer specific address, you will only be able

to view it by selecting the Select from customer address book button.

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This opens up your address book as before. Now select the customer you want to use.

Close the address book by pressing Select Address.

Select the green tick in the top right to accept your changes.

You will see this has now filled in your address on the letter, and added your contact information.

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Save a site address

This time we will save a site address by filling in the pop-up card for it.

Click on the [Site Address] SMARTText in the quote.

The pop-up card appears.

Type in the details of the site address. Then select the Save New Site button.

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You will be asked whether you want to save this as a new site record. Answer “Yes”.

This is now

saved as a

site specific

address.

Now pick the

green tick at

the top right of the dialog box.

This completes the section on adding customer and site addresses to the address book.

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Edit the lead-in descriptions

A short description can be added to every item. These can be selected from Quote IT, but it is

recommended that Scheduling is used for selecting a lead-in for each item. These “lead-in”

descriptions are usually used for a small introductory paragraph briefly explaining what type of

scaffolding will be included in the item.

You can use the lead-in description for any description you like.

To edit the lead –in description, click on it.

A box will appear with some tools:

Select a clause from the Select column to choose it for this item.

You can change the name from the Name column. This name does not appear in the quote, but is

used to quickly find lead-ins from Scheduling. Lead-ins are sorted by name in Scheduling, so adding a

number at the start of the lead-in is a good way to set the position it will appear in the schedule list.

Change the lead-in text from the Lead-In Description column. Note that you should choose a font to

match the quotation.

Remove lead-ins with the Erase button.

Finally, you can add new lead-in descriptions by pressing the Add Description button.

An empty lead-in description

A sample filled in lead-in description

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SMARTText descriptions

This section contains a description of the SMARTText fields currently available in SMART Estimator.

Project SMARTText

General

Menu Name Display Name Description

Contract Number <<ContractNo>> The contract number defined in the Project

Browser.

Contract Description <<ContractDescription>>

The contract description defined in the Project

Browser.

Total Items (including

multipliers)

<<NoItemsInContract>> The total number of items in the Project

Browser, multiplied by their respective

Quantities.

Total Items in Project

Box

<<NoSeparateItemsInContract>> The total number of items in the Project

Browser.

Today’s Date <<TodaysDate>> Today’s Date. This changes whenever the

quote is opened.

Start Date <<StartDate>> The date work is expected to commence.

Creation Date <<CreationDate>> The date the quote was first saved.

My Signature <<MySignature>> Your signature graphic.

My Job Title <<MyJobTitle>> Your job title.

Terms and Conditions <<TermsAndConditions>> A list of conditions, usually added at the end of

the quotation.

Item Summary table <<ContractItemSummaryTable>> A table of all items in the project, together with

their price and hire period.

Pricing

Menu Name Display Name Description

Total Extra Hire <<ContractTotalExtraHire>> Total additional hire for the project.

Longest Hire

Period

<<ContractLongestHirePeriod>>

The largest hire period for any item.

Highest Material

Supply Rate

<<ContractHighestMaterialSupplyRate>> The highest % supply rate for materials of

any item.

Total Labour Cost <<ContractTotalLabourCost>> Total labour cost for the project.

Total Material Cost <<ContractTotalMaterialCost>> Total material cost for the project.

Total Labour

Overhead

<<ContractTotalLabourOverhead>> Total labour overhead for the project.

Total Material

Overhead

<<ContractTotalMaterialOverhead>> Total material overhead for the project.

Total Profit <<ContractTotalProfit>> Total profit for the project.

Total Discount <<ContractTotalDiscount>> Total discount (not including Main

Contractor Discount) for the project.

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Pre-MCD Total

Tendered Price

<<ContractPreMCDTotalTenderedPrice>> The total tendered price for the project

before the Main Contractor Discount is

taken off.

Highest MCD % <<ContractHighestMCDPercentage>> The highest Main Contractor Discount

percentage used by any item.

Highest Quantity <<HighestItemQuantity>> The highest Quantity used by any item.

Pre-Tax Total

Tendered Price

<<ContractPreTaxTenderedPrice>> The total tendered price for the project

before tax.

Total Tax <<TotalTax>> The total tax for the project.

Total Tendered

Price

<<ContractTenderedPrice>> The total tendered price for the project.

Rate Set Used <<ContractRateSet>> The name of the pricing rates used for

this project.

Tax Text <<TaxText>> Either “All prices exclude tax.” or “All

prices include tax.”

The tax name is taken from the pricing.

Pre-Tax Unit Total

Tendered Price

<<ContractPreTaxUnitTenderedPrice>> The total tendered price for one of each

item in the project (before tax).

Day Work (per

person per hour)

<<DayWorkRate>> The rate for Day Work, as set in Price IT

via the Labour Options menu.

Addresses

Menu Name Display Name Description

Postcode (check IT) <<CheckScaffoldPostCode>> The post / zip code used to calculate the TG20

check’s wind factor.

Customer Address <<CustomerAddress>>

The customer’s address.

Site Address <<SiteAddress>> The site’s address.

Depot (Yard) Address <<DepotAddress>> The address of your scaffold yard.

My Address <<MyAddress>> Your company address.

Customer Name <<CustomerName>> The customer’s (company) name.

Site Name <<SiteName>> The site’s name.

My Name <<MyName>> Your company name.

Customer Contact

Name

<<CustomerContactName>> The customer’s selected contact name,

including their title, forename and surname.

Site Contact Name <<SiteContactName>> The site’s selected contact name, including their

title, forename and surname.

My Contact Name <<MyContactName>> Your selected contact name, including the title,

forename and surname.

Customer Telephone <<CustomerTelephone>> The customer’s selected contact telephone

number.

Site Telephone <<SiteTelephone>> The site’s selected contact telephone number.

My Telephone <<MyTelephone>> Your selected contact telephone number.

Customer Fax <<CustomerFax>> The customer’s selected contact fax number.

Site Fax <<SiteFax>> The site’s selected contact fax number.

My Fax <<MyFax>> Your selected contact fax number.

Customer Email <<CustomerEmail>> The customer’s selected contact email address.

Site Email <<SiteEmail>> The site’s selected contact email address.

My Email <<MyEmail>> Your selected contact email address.

Customer Contact

Title

<<CustomerContactTitle>> The customer’s selected contact’s title, such as

“Mr”.

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Site Contact Title <<SiteContactTitle>> The site’s selected contact’s title, such as “Mr”.

My Contact Title <<MyContactTitle>> Your selected contact’s title, such as “Mr”.

Customer Contact

Forename

<<CustomerContactForename>> The customer’s selected contact’s forename,

such as “John”.

Site Contact

Forename

<<SiteContactForename>> The site’s selected contact’s forename, such as

“John”.

My Contact

Forename

<<MyContactForename>> Your selected contact’s forename, such as

“John”.

Customer Contact

Surname

<<CustomerContactSurname>> The customer’s selected contact’s surname,

such as “Smith”.

Site Contact Surname <<SiteContactSurname>> The site’s selected contact’s surname, such as

“Smith”.

My Contact Surname <<MyContactSurname>> Your selected contact’s surname, such as

“Smith”.

Item SMARTText

General

Menu Name Display Name Description

Name <<ItemName>> The item’s name.

Number <<ItemNo>>

The position of the item in the Project Browser.

Number of Scaffolds <<NoScaffoldsInItem>> The number of separate scaffolds in the item.

Systems <<Systems>> A list of all the scaffolding systems used in the

item.

Clauses <<Clauses>> A list of clauses specific to this item.

Pricing

Menu Name Display Name Description

Quantity <<ItemName>> The item’s name.

Hire Period <<ItemNo>>

The position of the item in the Project

Browser.

Labour Total <<NoScaffoldsInItem>> The number of separate scaffolds in the

item.

Output Pay Total <<Systems>> A list of all the scaffolding systems used in

the item.

Erect Total <<ErectScaffoldTotal>> The total cost to erect all of the

scaffolding in the item.

Dismantle Total <<DismantleScaffoldTotal>> The total cost to dismantle all of the

scaffolding in the item.

Adaptions Total <<AdaptionsTotal>> The total cost to adapt all of the

scaffolding in the item.

General Labour

Total

<<GeneralLabourTotal>> The item’s general labour.

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Additional Costs

Total

<<AdditionalCostsTotal>> The item’s additional labour cost

(including travel expenses, wage-on costs,

etc.)

Expenses Total <<LabourExpensesTotal>> The item’s additional labour expenses

(including travel expenses, labour

downtime, etc.)

Wage On-Costs

Total

<<WageOnCostsTotal>> The item’s labour wage-on costs.

Materials Total <<MaterialsTotal>> The item’s total material cost.

Material Hire for

100% Supply

<<Material100PercentageSupplyTotal>> The item’s total material cost if 100% of

materials were supplied.

Material Supply % <<MaterialSupplyPercentage>> The % of materials which will be supplied.

Material Hire Total <<MaterialHireTotal>> The item’s total material hire cost.

Contract Expenses

Total

<<ContractExpensesTotal>> The item’s material contract expenses

(including hire expenses, sale expenses

and transport).

Material Purchase

Total

<<MaterialPurchaseTotal>> The item’s total material purchase cost.

Other Costs Total <<OtherCostsTotal>> The item’s other costs total.

Direct Costs Total <<DirectCostsTotal>> The item’s total direct costs (labour +

materials).

Overheads Total <<OverheadsTotal>> The item’s total overheads.

Labour Overhead

Total

<<LabourOverhead>> The item’s total labour overhead.

Material Overhead

Total

<<MaterialOverhead>> The item’s total material overhead.

Costs Total <<TotalCosts>> The item’s total cost (labour, materials,

other costs and overheads).

Margins Total <<MarginsTotal>> The item’s total margin.

Profit Total <<ProfitTotal>> The item’s total profit (not including

discount).

Material Mark-Up

Total

<<MaterialMarkUp>> The profit made by selling materials in

this item.

Profit Margin Total <<ProfitMargin>> The item’s total profit margin.

Discount Total <<Discount>> The item’s total discount (not Main

Contractor Discount).

Pre-Tax Unit

Tendered Price

<<PreTaxUnitTenderedPrice>> The tendered price for one of this item

before tax.

Pre-Tax Tendered

Price

<<PreTaxTenderedPrice>> The tendered price for this item before

tax.

Pre-MCD Tendered

Price

<<PreMCDTenderedPrice>> The tendered price for this item before

Main Contractor Discount is applied.

Main Contractor

Discount (MCD) %

<<MainContractorDiscountPercentage>> Main Contractor Discount percentage.

Main Contractor

Discount (MCD)

Total

<<MainContractorDiscount>> The value of the Main Contractor

Discount.

Tax % <<TaxPercentage>> The % value applied for tax.

Tax Total <<Tax>> The value of tax.

Total Tendered

Price

<<TenderedPrice>> The item’s total tendered price.

Unit Extra Hire <<UnitExtraHire>> The item’s total additional hire for a

quantity of one.

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Total Extra Hire <<TotalExtraHire>> The item’s total additional hire including

the item quantity.

Description

Menu Name Display Name Description

Physically Tied

Description

<<IsPhysicallyTied>> “Physically tied” if any scaffold in the item is tied

to a façade. Otherwise blank.

Progressive

Description

<<ProgressiveDescription>> If a discount for progressive erection and

dismantling has been applied, this shows a

sentence which describes this.

Adaption Description <<AdaptionDescription>> Whether the scaffolding will be adapted or not.

Add-ons Description <<AddOnsDescription>> A list of all the add-ons, such as bridges, present in

the item.

Scaffold Dimensions <<ScaffoldDimensions>> A table of all scaffolds and scaffolded elevations in

the item, together with their dimensions.

Lift Heights

Description

<<LiftHeightDescription>> The maximum and most common lift height in the

item.

Guardrails

Description

<<GuardrailsDescription>> A description of the guardrails.

Decking Title <<DeckingTitle>> The word “Decking” for use as a title.

This is hidden if there are no scaffolds with decking

descriptions in this item.

Decks Description <<DecksDescription>> Lists the board / deck material used in the item.

Toe Boards

Description

<<ToeBoardsDescription>> Lists the toe boards used in the item.

Access Title <<AccessTitle>> The word “Access” for use as a title.

This is hidden if there are no scaffolds with access

descriptions in this item.

Access Description <<AccessDescription>> Describes ladders, ladder towers and stairs present

in the item.

Loading Title <<LoadingTitle>> The word “Loading” for use as a title.

This is hidden if there are no scaffolds with loading

descriptions in this item.

Loading Description <<LoadingDescription>> Describes the loads applied to the scaffold. You

will need Check IT TG20:13 to choose these loads.

Scaffolding Type <<ScaffoldingType>> If only one type of scaffold is present, this shows

the scaffold type. Otherwise, this shows

“scaffolding”.

Item Usage

Description

<<ItemUsageDescription>> Sometimes known as a ‘lead-in’. The purpose the

item will be used for.

Maximum Nominal

Grid

<<MaximumNominalGrid>> The largest nominal grid size for loading the

scaffolding.

Scaffold Width <<ScaffoldWidth>> The width of the scaffold, including inside boards

and cantilever ‘hop-up’ platforms.

Lead-In Description <<LeadInDescription>> An optional pre-defined description introducing

the item. Lead-ins can be customised (see the Edit

the lead-in descriptions section).

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Using the other SMART Estimator products

The best way to use the SMART Estimator products is to use them together. Every product is designed

to enhance the rest of the suite.

SMART Estimator Quote IT can be used with the rest of the SMART Estimator products:

Model IT

SMART Estimator Model IT is a powerful 3D modelling tool. Use it to create scaffolds to exactly meet

your project-specific needs. You can set details about these scaffolds such as their names, the

scaffolding systems being used and their dimensions. These details can all be used in the quotations.

Schedule IT

SMART Estimator Schedule IT can be used in a similar way to Model IT. It can be used to rapidly create

large multi-scaffold projects. All of the dimensions and names will appear in the quotations.

Report IT

Check, customise and print material lists and technical drawings for your project, which can be sent

along with the quotations.

Price IT

Produce highly customisable pricing reports as well as reusing the pricing information in the

quotations.

BIM Toolbox

Create scaffolds more quickly, using information from an existing model, or export data from SMART

Estimator to be used in other design software.

For more information about the other SMART Estimator products, please refer to

their user guides, which are available from the Help tab.

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Feedback

Thank you for choosing SMART Estimator.

We are always striving to improve the product so please contact us with your feedback. We are always

keen to hear new ideas and if you experience any problems with the software we want to hear about

them so that they can be resolved.

You can contact us via:

 Our website support centre at

www.smartscaffolder.com/support.html

;

 Email on

support@smartscaffolder.com

;

 Telephone on +44 (0)1202 603733 from Monday to Friday between 09:30 and 17:00.