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Add a workload sheet template to a quote
Add a workload sheet template to a quote

How to add a workload sheet template to a quote?

Claudette Albers-Reid avatar
Written by Claudette Albers-Reid
Updated over a week ago

Updated 28th December 2023

In the Quotes module, create a new quote. Complete step 1: Identification and click Next to step 2: Setup contract. Select the desired contract template that uses your workload sheet template and if applicable, your task board template. Then, click Next.

At this early stage of this sale/deal, project team members are more than likely unknown/unconfirmed. In which case, you can skip this step and immediately click Create:

Once in the quote, you will see your contract template previously selected. To finalize your budget and planning, you will need to go to the Workload Sheet. In the Contract tab, click the ellipsis button (...) and select Workload.

Your workload sheet template will appear. The example below, shows all contract lines with the role(s) and total hours budgeted. The hours for the duration of the project have not been planned in detail across the months for the current year or following years:

When you're ready to distribute the Total hours across the current year and following years, you can click on the Edit button. The Divide the hours dialog box will appear, confirming that the Total field is locked and select one of the two options:

  1. Divide the hours across a select series of months for the current year

  2. Manually enter the hours per month.

With option 1, select the start and end month to equally divide the total hours.

With option 2, the Total value is set to 0 and the month fields will unlock, allowing you to fill in the hours per month:

Click Save to see the distributed hours.

When you have completed the Workload, you can update the budget of your quote by clicking Update budget. This will update the budget in the Contract of your quote:

In the Confirmation message box, click Proceed to add the budget to your contract. It will overwrite any existing budget in the contract lines of your quote:

Back in the Contract, the Budget column, will display the values of your workload:

Budgeting and planning over multiple years

When a workload sheet template is added to a quote, you can plan the complete duration of your proposed project. This means that projects spanning longer than the current year can also be planned.

In the worksheet sheet template, the total planning for a project is known. This can be for a one year project or a multiple year project.

If your workload sheet template is for multiple years, the total hours need to be divided across the years for the duration of the project. In the example below, there is a total of 1,639 planned hours (1524 hours in 2023 and 115 hours in 2024).

These hours must be manually distributed accordingly across the current year and then on the second year:

If the workload sheet template is for one year, then in the following year you need to insert the same template again where additional budget lines are added.

Then, you can delete the extra budget lines that are set to 0.

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