Estimator/Sales Quick Guide

Welcome to your Elevation Advisor Quick Start Guide! These guides are designed to give you clear, step-by-step instructions and information on the tools you’ll use most often. Each section highlights only the essentials so you can get up and running quickly, without being overwhelmed by excessive detail. 

Regardless of your role, this guide help you confidently work with Elevation Advisor Software. 

1. Creating a Proposal

• Menu → Proposal → Create New Proposal.

Start by heading to the Proposal menu and selecting “Create New Proposal” to begin building your estimate.

• Client Details – Select or add a customer; confirm contact and property info.

Choose an existing client or add a new one, then double-check that their contact information and property details are correct.

• Project Info – Name the project clearly (e.g., “Smith Backyard Patio”). Enter crew size and daily hours.

Give the project a clear and recognizable name, and make sure to include the crew size and the number of hours expected per day.

• Work Areas – Add and name work areas (Front Yard, Patio, Garden).

Set up each work area included in the project and label them in a way that makes sense for you and the client.

• Sections – Add prebuilt or custom sections to each work area.

Build out your proposal by inserting either prebuilt sections for quick setup or custom ones when you need more flexibility.

• Measurements & Materials – Enter your dimensions, link materials from your Catalog, and confirm unit costs and install times.

Add the project’s measurements, connect the correct materials from your Catalog, and make sure all unit costs and install times are accurate.

• Equipment/Subcontractors – Add necessary items, select billing type, and save changes.

If the project requires equipment or subcontractors, enter them here, choose their billing type, and save your updates.

• Descriptions – Write clear, client-facing scope statements.

Provide simple, easy-to-understand descriptions of the work so clients know exactly what to expect.

• Templates & Alternatives – Save reusable sections; duplicate for alternate materials.

Save any sections you may want to reuse later, and create quick duplicates if you want to offer alternative material options.

• Review & Send – Check totals, taxes, and markup. Send via email link or PDF.

Once everything looks right—including totals, taxes, and markup—you can send the proposal off as a PDF or a shareable email link.

Proposal Checklist

• Make sure your client info is correct

Accurate details help prevent delays later on.

• Check work areas & sections for completion

Confirm that every work area has all the needed sections.

• Ensure measurements are entered for all sections

Missing measurements lead to inaccurate pricing—catch them early.

• Materials should be linked and verified

Verify that each section uses the correct materials and unit costs.

• Verify your install times for accuracy

Proper timing keeps both scheduling and pricing reliable.

• Make sure that any equipment and subcontractors are added

Include every item needed so your proposal reflects the full scope.

• Make sure that your scope descriptions are clear

Clear explanations build trust and avoid misunderstandings.

• Review your pricing

A final look ensures everything lines up before you send it out.

2. Using the Projects Page

• Purpose – Manage active projects, timelines, and budgets.

The Projects page is your workspace for keeping jobs organized from start to finish.

• Menu → Projects

Access all ongoing and completed jobs directly from the Projects menu.

• Navigation – View current projects, finished projects, and a daily calendar overview.

Switch easily between active work, completed jobs, and a calendar view that highlights daily scheduling.

• Status Updates – Keep current to reflect real-time progress.

Keeping statuses updated ensures your whole team has an accurate picture of where things stand.

• Scheduling updates –

Use this area to adjust project scheduling as timelines shift or work progresses.

Projects Page Checklist

• Ensure all projects are on the schedule

Confirm that every job is assigned and visible on the calendar.

• Update invoicing as needed

Keep invoicing current so billing stays consistent with progress.

3. Invoicing

• Purpose – Bill clients efficiently and accurately for completed or partial work.

This tool helps you stay organized when billing for work already done or for projects billed in stages.

• Menu → Projects → Invoice Client.

Start invoicing by opening the project and selecting “Invoice Client” from the menu.

• Types – Progress billing, make changes to billing or view the current invoice.

Choose the billing type needed—whether it's progress billing or adjusting an existing invoice.

• Line Items – Imported from approved proposal; adjust if needed.

Your approved proposal pulls in all line items automatically, and you can make changes if something needs updating.

• Terms – Match signed agreement; set due date.

Align the terms with the agreement your client signed and set a clear due date.

• Delivery – Email link or PDF.

When everything is ready, deliver the invoice as a PDF or a convenient email link.

• Tracking – Monitor payments and follow up on invoices.

Keep an eye on payment status and follow up on anything outstanding.

Invoicing Checklist

• Terms match signed contract

Make sure every invoice stays consistent with what's agreed upon.

• Items match delivered work

Double-check that the invoice reflects exactly what was completed.

• Payment options provided

Ensure your client has access to all available payment methods.

• Overdue reminders sent promptly

Quick reminders help keep payments on track.

4. Accessing Smart Calendar

• Menu → Smart Calendar

Open the Smart Calendar directly from the menu to start scheduling.

• Opens to current month; today’s date highlighted.

You’ll see the current month at a glance, with today clearly marked for easy navigation.

• Projects appear color-coded by crew; labels stretch across assigned days.

Each project shows up in the crew’s color, making it simple to see who’s working where and for how long.

Viewing & Editing Projects

• Click a project → sidebar opens with start/end dates & workdays.

Selecting a project reveals all its schedule details in a handy sidebar.

• Adjust with + / – buttons (affects duration, not man hours).

Modify the number of workdays as needed—this changes the duration but keeps man hours the same.

• Remove a project → Remove From Calendar.

If a project no longer needs scheduling, remove it with one click.

Adding Proposals to Calendar

• In Proposals To Schedule, click Add Project to Calendar.

Move proposals into the scheduling workflow by selecting this option.

• Review project details and adjust workdays as needed.

Look over the project information and fine-tune the number of workdays.

• Set working days of week + start/end dates.

Define which days the crew will work and set the project’s timeline.

• Assign Crew → select crew(s), edit via Manage Crews if needed (first crew’s color marks the project).

Choose the crew or crews for the job; their color will appear on the calendar.

• Optionally view full proposal or project folder.

If you need context, you can open the full proposal or its project folder for reference.

• Confirm with Add Project to Calendar.

Finalize scheduling with one click to place the project on the calendar.

Managing Crews

• Menu → Smart Calendar → Crews.

Access crew management directly through the Smart Calendar.

• Create New Crew: enter name, assign crew color, add notes (specialization).

Set up new crews by giving them a name, choosing a color, and adding notes like specialties or responsibilities.

• Drag/drop employees into crew box → Save.

Organize teams easily by dragging employees into their crew and saving your changes.

• Edit via three-dot menu → Edit Crew.

Use the menu options to update crew details at any time.

• Delete via three-dot menu → Delete Crew.

Remove a crew when it’s no longer needed with the delete option.

Updated on: 12/04/2025