Access Proposals
To access your proposals, you will navigate to ‘Support Services’ in Crew. To log in to Crew:
The URL is: https://crew.russelllandscape.com
Once logged in you can either click ‘Support Services Estimates’ on the home page or alternatively under the ‘Estimates’ drop-down menu then ‘Support Services Estimates’
Once on the Estimates page you will be able to filter already created proposals via multiple filters.
Each filter is adjustable and can use the phase to check for specific department proposals i.e. Irrigation, seasonal color, and enhancements.
Additionally, you can look for specific job names of the property for which you need in the job name filter.
Once you have used your filters to find your specific proposal you will have several options depending on the status of the proposal.
Example 1: Click on Edit if it is a proposal, you created and have not submitted. You can make necessary changes in this stage and submit estimates.
Example 2: Click on View if it is a proposal already created and submitted you need to send to customer. If you need to modify a proposal for customer, click reject, then edit. If you do not have a reject button contact branch administrator to reject.
Please note all options presented in screenshots may not be available on your screen (approval, reject)
Once you have made your selection to view the proposal it is important to CHECK ALL POINT OF CONTACT information for accuracy.
Secondly check to ensure that ‘Scope of Work’ has information in its box. This is important as this reflects on the invoice in billing.
If the point of contact information is INCORRECT please edit the proposal and update the TOUCH LOGaccordingly.
If you are missing any information about the Scope of Work please reach out to the appropriate department to clarify scope of work before sending to customer.
Once these key points have been checked, review to make sure all the information that is needed is provided. (i.e. Labor, materials, hours, and cost to customer)
Then deleting all unnecessary lines from the section that do not have information completed. ** DELETING ALL LINES HELPS WITH PRINTING TO PDF FORMAT
Once all lines have been deleted you should only see lines with information only on your proposal. Verify that all information is correct.
The total is the Total to the Customer and verify that the Gross Margin (GM%) has a value.
**Please note that the Gross Margin (GM%) for irrigation proposals will be different or perceived lower than enhancement proposals as gross margin is included in materials/costs as well.
Also pay close attention that a value is shown in the bottom final costs table for labor and materials.
Once all information has been reviewed you are ready to print to PDF your proposals. There are TWO DIFFERENT directions for printing irrigation proposals and color proposals.
Color proposals will be printed using the ITEMIZED tab whereas Irrigation proposals will be printed using the STRAW/MULCH tab.
Printing Color Proposals - Itemized
Color proposals are simple to print. When all information is reviewed, you will go to the ITEMIZED tab.
** This tab is used for seasonal color to allow customers to see the pricing options when choosing elements to approve.
From there you will select the PRINT button where a secondary screen will then populate reminding you of the printing instructions.
Select Print to continue to the Print screen.
Instuctions given on reminder screen are to be implemented.
Step 1: Click ‘More Settings’
Step 2 : Select Destination as “SAVE as PDF’
Step 3: Set ‘Custom scale’ to 60, confirm that ‘Print on both sides’ AND ‘Headers and footers’ are UNCHECKED if prompted. Make sure ‘Background Graphics’ is CHECKED.
Step 4: Select ‘Save’ and name your proposal, ‘Save’ again and send to the customer.
Printing Irrigation Proposals – Straw/Mulch
Irrigation proposals are simple to print. When all information is reviewed, you will go to the STRAW/MULCH tab. THE LAST STEP OF IRRIGATION PROPOSALS CHANGE FROM COLOR PROPOSALS
** This tab is used for Irrigation so customers see overall pricing not elements to choose.
From there you will select the PRINT button where a secondary screen will then populate reminding you of the printing instructions.
The secondary screen will be populated with the SAME reminders for printing instructions.
Step 1: Click ‘More Settings’
Step 2 : Select Destination as “SAVE as PDF’
Step 3: Set ‘Custom scale’ to 60, confirm that ‘Print on both sides’ AND ‘Headers and footers’ are UNCHECKED if prompted. Make sure ‘Background Graphics’ is CHECKED.
Step 4: Select ‘Save’ and name your proposal, ‘Save’ again and send to the customer.
Once you have have saved your proposal to send to the customer in PDF. You MUST complete Step 5 for IRRIGATION ONLY.
** This is needed to accompany when a job is created after approval. This is the only way to ensure the original proposal is attached to the job. This step is ONLY for Irrigation Proposals.
Step 5: In the proposal open the proposal attachment tab. Once open select the add button and upload the saved PDF proposal.
A secondary screen will populate for you to upload your document. Choose Files, select your document and hit Add.
Once added your document will show in the proposal attachment tab.
You MUST hit save, submit, or re-submit depending on what stage of accessing the proposal you are in.
If you are creating the proposal from the beginning you will save and Submit Estimate.
If you are adding the PDF of an already submitted proposal you will Resubmit Estimate.
All options will be on the bottom right corner.
