Build a Fee Estimate (PSA)

A Fee Estimator should be created for all your Projects to support any quote being issued to prospective and existing clients. The Fee Estimator has two key purposes: (1) it is the basis of the calculation of the Fee that is going to be charged to the customer and secondly, it holds the budgeted days and other costs which are expected to be incurred to deliver the project. This article will outline the step-by-step instructions on how to set up and build a Fee Estimator in CMap.

In this article, we’ll explain how to:  

  • Access the Fee Estimator
  • Select the Rate Card
  • Set-up Stages & Tasks
  • Add Roles
  • Add Additionals & Adjustments

Access the Fee Estimator

1. From your Dashboard, you can access Pipeline Projects from either the CRM tab or the Projects Click on Pipeline and you will be taken to the Potentials area.

2. Click on the Project No-Title that you wish to build the Fee Estimator for. You will be taken to the Project Details area. Click on the Fee Estimator sub-navigation bar and a pop-up box will appear asking you to select which Fee Estimator template you would like to use.

Want to learn more... here's an article on Fee Estimator Templates. 

Select the Rate Card

Firstly, you need to choose a Rate Card (rates that will be charged to the client per role involved in the Project) you will be applying for the Project. This is found under the Project No-Title. Select the appropriate Rate Card for the Project from the drop-down list.

Multiple Rate Cards can be set up and maintained In the Finance section of CMap to allow different rates to be charged across different Projects. However, you can also Customise the Rates for a specific Project only. 

Want to learn more... here's an article on Rate Cards. 

Set Up Stages & Tasks

1. To begin, click either the  icon in the middle of the page, or select  on the right-hand side of the page.

1. Enter a name for the tab in the text box shown at the top of the Fee Estimator, for example, “Fees”.

You can have multiple tabs in the Fee Estimator. This is useful if you are quoting for work in two different regions that the Client can then compare.

3. To add a Stage, click Add Fee Stage and type the Stage Name into the textbox that appears underneath the tab. Click Save.

4. To add a Task, type directly into the text box under the heading Task. Then either press Enter on your keyboard or click Add Task. It will appear under the Stage. Continue to add the required Tasks for the Stage. Here you can add Notes for additional information.

You can re-order the Stages and Tasks. Click on the icon, drag it into position and then drop it. To delete, click on the icon.

Clean the Budget

Some Stages / Tasks may not be required for the Project, and therefore have no Hours / Days budgeted to them. Rather than deleting each Stage / Task one-by-one, you can simply Clean the Budget to strip out any Stages / Tasks that have no requirement in your Project.

1. To Clean the Budget, click the Actions dropdown and select Clean the Budget from the list of options. CMap will automatically delete any Stages / Tasks which have no Hours / Days budgeted to them, making your Fee Estimate nice and neat.

This is particularly useful where a Fee Estimator has been built from a Template but not all Stages / Tasks included in the Template are required for your Project.

Add Roles & Time

Once you have created the Stages / Tasks for your project, you need to think about the people you need to deliver the work, which roles will be required and the time required to get the job done. 

1. Click Add a Role to choose roles for this Project. You will find this in the column heading underneath the Stage name.

2. A pop-up box will appear. Select the Office (this is only required if you have users in multiple Offices) and Roles from the drop-down list by clicking into the tickbox(s). Click away from the drop-down list and then press Save. The Roles will appear in the column headings underneath the Stage.

If you hover over the Role names then the Charge Rate for this role will be shown.

Want to learn more... here's an article on Managing Roles.  

Add Time required for each Role

1. Click into the Task name or in the Role column and text boxes will appear for the chosen Task.

2. Add the number of hours or days required for each role for the Task

CMap calculates the Fee for the Tasks by taking the hours and multiplying them by the Charge Out Rate for the Role taken from the Rate Card selected at the top of the page.

Add Additionals & Adjustments

CMap’s Additionals tool is used to factor in any external or third-party costs you wish to build into your quote.

1. To add an Additional, enter a Description of Item in the blank text box e.g. “Printing Costs”, “Consultant”, etc.

2. Then enter a Value for Cost Price and Sale Price. Once complete, click Add Item.

Adjustments

Scroll down to the Adjustments section. This is where you factor in contingencies and discounts, as well as Allowances e.g. for Expenses.

1. To include an Adjustment, enter a Description of Adjustment in the text box e.g. “Agreed Discount”, “Contingency Buffer”, etc.

2. Then enter a Value for the Adjustment. Once complete, click Add Adjustment.

If you are entering a negative Value i.e., for a discount, include a minus “-” before the Value. For example, to discount £1,000 enter a Value of “-£1,000”.

What are the Totals?

Now your Fee Estimate is complete, if you scroll to the bottom of the page, you will reach the Totals section. Here are descriptions for the Totals:

Total

Description

Total Units

 

The total number of hours/days per Role.

Total Fees

 

The total number of fees per Role and their amalgamated Total.

 

Adjustments

 

The amalgamated value of Adjustments.

 

Adjusted Fees

 

The “Total Fees” with “Adjustments” factored in.

 

Total Additional Items

The overall Sale Prices for all Additionals.

 

Tab Total

 

The tab total for the tab that is currently selected.

Fee Estimate Total

 

The total sale price to quote to the client.

Hey presto! You should now be able to build your Fee Estimator for your Potential Project. You are able to build this out as the Project progresses to ensure that the Project is delivered profitably. 

Want to learn more... here's an article on editing the Fee Estimator. 

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