# 3. Estimate

Source: https://archiboard.design/help/estimates

The estimate is the main working screen. In "Estimates", you can see the estimate for the entire project by room. Each room in "Rooms" has its own estimate with the same tools.

## 3.1 How to view the estimate

**Why.** One estimate is needed in different views: for the client, for procurement, and for financial accounting.

**What you can switch.**
- "Estimate view mode": "Specification" — what and how much, without internal finances; "Economics" — procurement, markup, profit.
- "Preliminary" / "Approved": everything proposed, or only what has been agreed with the client.
- "Group by": "By room" or "By category", with totals.
- "By order priority" — a list by the date when an order needs to be placed.
- "Filter by status" and "By supplier" — for example, all items from one supplier to send them an order.
- Column groups are enabled by checkboxes: Description, Finances, Delivery, Payment.

**Good to know.**
- Items without a room (e.g., after import) are collected in the "No room" block. They can be distributed among rooms.
- The header and button panel do not scroll away.

## 3.2 Adding items

**Why.** To avoid manually retyping the name, price, photo, and dimensions from a store's website.

**How to do it.**
1. Estimates → "Add item" (the button is in every room, even an empty one).
2. Paste the product link → "Auto-fill". The name, photo, price and currency, brand, SKU, dimensions, availability, delivery time, packaging, and unit of measurement will be pulled in.
3. Check the fields → "Save item".

**One item in several rooms.** Click "Add item" above the estimate, next to the status filter, and turn on "In several rooms". Tick the rooms and choose "Evenly", "By quantity" or "By percent". The quantity to buy is split between the rooms: 68 pcs for two rooms is 34 + 34, an odd remainder goes to the first room. It stays one item: one purchase, one payment. Rooms you ticked in the estimate beforehand are preselected. The checkbox next to a room name only selects its items for bulk actions, and the "Add item" button inside a room adds the item to that room only. Exact quantities per room can be adjusted later with "Split across rooms" in the item row.

**Other ways.**
- Web clipper — directly from the store page (section 8).
- From the catalog or wishlist: "Choose from catalog" / "Import from catalog" in the room, or "To project" in the catalog card.
- Import a ready estimate from a file (section 4).
- "Duplicate" — a copy of an item, for example, for the same lamp in another room.

**Good to know.**
- If the store is blocked by browser security, a message will appear. Fill in the fields manually or save the item with the clipper.
- Photos are copied to ArchiBoard and will not disappear if the product is removed from the website.
- If you have already added this product (same link or SKU), the unit, packaging, and category will be pre-filled.
- The system monitors the price and availability via the link and will flag items that are no longer for sale.

## 3.3 Working with rows and bulk actions

**How to do it.**
- Clicking on the name opens "Item details" with a gallery. The name can be edited directly in the row.
- Check rows with checkboxes; Shift+click selects a range. On the selected panel: "Delete", "Duplicate", "Create task", "Vendor & payment", export only selected.
- "Create task" for selected items: templates "Approve item", "Clarify delivery dates", "Find analog", "Request additional discount" or your own name. A separate task is created for each item, the deadline can be set by date or in working days.
- The task icon on the row shows the deadline. Clicking it opens "Item tasks" on the right and the "Add task" button.

## 3.4 Price, markup, and profit in the row

**Why.** To see how much the studio earns on each item, without showing this to the client.

**How it works.** "Economics" mode: MSRP → supplier discount → procurement → markup → profit → client price. Under each percentage is the amount. Change the amount — the percentage will recalculate, and vice versa.

**Good to know.** The client does not see these columns in PDF or on the portal, unless you have enabled them yourself.

## 3.5 Quantity, packaging, and reserve

**Why.** To correctly calculate tiles, wallpaper, and flooring — in whole packages and with a reserve for cutting.

**How to do it.** In the item card, specify the net quantity (e.g., m²), the reserve in percentage, and "Pieces per package" or "m² per package". The main number in the "Qty" column is how much to purchase, in whole packages. Below the price, you can see what it's for: "per pack" or "per piece", further down — price per m².

**Good to know.** The floor and wall area calculator can suggest values based on the room area.

## 3.6 Item statuses

**Why.** To see at a glance what stage each item is at, and for the system to suggest the next step.

**Workflow:** Requires approval → Approved → Ordered → In transit → Delivered → Accepted or Discrepancy → Installed. Separately — "Rejected": such an item is not included in totals and is dimmed.

**Studio fee and services.** A studio fee has its own short chain: Needs approval → Approved → Invoiced to client → Partially paid → Paid by client. A fee has no supplier: no supplier payment, and no «Order», «Request invoice from supplier», measurement, delivery or acceptance tasks. Once approved, an «Invoice the client» task appears; it closes itself when the status becomes «Invoiced to client» or later. A service goes Approved → In progress → Done → Accepted, without «In transit» or «Installed»; payment to the contractor stays.

**Payment:** Requires invoice request → Invoice requested → Awaiting supplier payment → Supplier advance paid → Supplier paid.

**How to change.** Click on status → "Change Status". You can add a comment and attachment.

**What the system does automatically.**
- Entered actual delivery date — status "Delivered". Entered installation date — "Installed".
- Closed "Order" task — status "Ordered".
- After changing the status, the next task appears (section 6).

**Colours in the estimate.** The row colour shows the item status: a pale background and a bright stripe on the left. Grey — requires approval, light blue — approved, peach — ordered, lavender — in transit, mint — delivered, dark green — accepted and installed, violet — acceptance discrepancy. A rejected row is pale and grey. A grey background without a stripe is an analog under the main item. A yellow frame marks the row you opened from a task or notification.

**Payment does not change the row colour.** It is a separate scale: the badges in the “Payment” column. So a row can be light blue (“Approved”) while the payment says “Invoice to be requested” — that is normal. The “Unavailable” badge means the product was missing on the supplier’s site at the last check; “Price on request” in the price means the price has to be requested. The “Colours” button next to the status filter explains every colour.

## 3.7 Alternatives

**Why.** To show the client alternatives: cheaper, faster delivery, or in stock.

**How to do it.** "Item details" → "Add analog" → "Add by URL", "Choose from wishlist" or "Select from catalog". The alternative will appear in the estimate as a branch under the main product.

**Good to know.** "Find alternatives" will suggest similar products from the general catalog by category, description, photo, and style.

## 3.8 Vendor & payment

**Why.** To keep the supplier, invoices, receipts, advance, remaining balance, and dates for each item in one place.

**How to do it.**
1. Estimates → in the item row, "Vendor & payment" (or in "Item details"). If several rows are selected, the window will open for all of them: "Vendor & payment - N items", the advance will be distributed proportionally.
2. Select a vendor. Not in the list — "+ Add contractor": a short form, it will be saved in "Suppliers". The default country is the project country.
3. "Supplier payment" — 100% by default. If you pay in parts, check "This is an advance" and add parts via "+ another part".
4. "Supplier invoices": upload one or more files, paste a screenshot via Ctrl+V or a Google Drive link. Specify the "Invoice date" and "Payment due date" — it will be pulled from the timeline.
5. "Dates: delivery and installation" — planned and actual delivery and installation dates.

**Good to know.**
- The system will suggest paying the remaining advance 2 working days before shipment and will create a task.
- Attached invoices and receipts automatically go to Files → "Invoices, payments, receipts".
- You can attach a supplier quote (e.g., for windows) to an item: the quote total will become the purchase price, the client price will not change. The quote breakdown and PDF are visible in "Supplier quote" → "Open PDF".

## 3.9 Rescheduling delivery date

**Why.** To keep track of missed deadlines and understand which suppliers can be trusted.

**How to do it.** "Vendor & payment" → "Dates: delivery and installation" → change the planned date → select "Reason for reschedule" (supplier rescheduled, production, delivery or customs, at our request, other) and optionally write a comment.

**What the system does automatically.**
- Item ordered or paid, but no delivery date — task "Request delivery date from {supplier}".
- Planned date passed, but item not arrived — urgent task "Request new delivery date from {supplier}".
- Entered new date or actual delivery — task closes automatically.

**Where to view.** In "Item details" — "Delivery date history". In "Suppliers" — "Reschedules" column: how many times the supplier rescheduled and by how many days on average. Reasons are visible on hover.

## 3.10 Measurement and acceptance

**Measurement.** For built-in furniture, wall panels, windows, and interior doors, measurement is included by default. Specify the planned and actual date. The system will create a "Conduct measurement" task, and a 📐 will appear on the timeline. Until the measurement is done, the item will have a "Awaiting measurement" badge.

**On-site acceptance.**
1. When an item is "Delivered", the responsible person receives a task to accept it on site.
2. In the item row, click "Acceptance". In the "Inspection" section, check the SKU, color, dimensions, and quantity, attach "Delivery notes" and "Photo report".
3. "AI label check": photograph the label, the system will read the codes and EAN and compare them with the estimate item.
4. Result — "Accepted" or "Discrepancy". The comment will be useful for a claim to the supplier.