An Organization in Work Map represents your company/organization. Once you create an Organization, you can invite Members to work within the Organization (calculating estimates, creating sales, quotes, logging customer information, generating sales leads).

Configuration is shared between all Members of an Organization. Each Member can be assigned the permissions necessary to complete tasks.

A Work Map User can belong to multiple Organizations as an invited Member. Work Map Users can also create multiple Organizations.

Note: We do not have a limit on how many organizations you can belong to.

After you sign up, you will be prompted to create an Organization. As Owner of the Organization, you can review and create your Admin configuration.

Your free trial includes all Work Map features and you can invite an additional 5 Members to your Organization. Members you invite also receive a free trial.

You will be prompted to update payment status if you attempt to add more than 5 additional Members to your Organization.

If you've been invited to join an Organization, you'll see pending invites after you login.

You'll need to accept an invitation to gain access to an Organization.

After you've accepted an invitation, your role can be edited by the Organization Owner and Admins.

Organization Owners can invite Members to join an Organization. After an invitation is sent, the new Member can login/create an account and accept the invitation.

User roles control access to configuration features and other permissions. There are 3 User roles: Employee, Manager, and Admin.

• Employees can view Sales Leads and Opportunities that have been assigned to them.

• Manager and Admin roles can view all Sales Leads and Opportunities. They can also edit configuration features for the entire Organization.

Organization roles give Users and Members access to necessary tools in Work Map. There are 3 Organization roles: None, Admin, and Owner.

• Users/Members with a None role cannot invite other Members or edit permissions.

• Admin and Owner roles can invite users and edit permissions.

• The Owner role is created when the Organization is created and this role can edit billing details.

• Company: A customer/company your Organization has a Sales Lead or Opportunity with.

• Contact: A person at a Company that you have contacted.

• Sales Lead: A potential sale for which a Company or Contact has expressed an interest.

• Opportunity: An Opportunity is a project that requires an Estimate and Quote.

• Estimates: Estimates are part of an Opportunity. You can calculate Estimates using Work Map’s configurable features or you can enter a total cost.

• Quotes: Quotes are also part of an Opportunity. After calculating an Estimate, you can use the data to create a detailed Quote. Quotes are generated into PDF documents that can be emailed to customers and downloaded.

For more information about payment details, please visit Billing Explained

Below are definitions for terms you will see when you use Work Map's built-in estimation tool. You will see a tab layout for each section mentioned below.

Labor

This is where you would enter in the amount of hours estimated to complete a project. Based on your configuration, you may have one person that does hourly work, or you may have 100. 

Per Diem and Tax

Number of employees and days as well as a taxable check box you can toggle on/off per opportunity.

Equipment

Simple list of the equipment used for an opportunity. Selected from the configured equipment options your organization uses.

Materials

List of the materials and their prices used for this opportunity.

Subcontractors

List of the subcontractors and their prices to be used for an opportunity (or quote).

Misc Costs

A free form text entry and cost section. Catch all for anything else that isn't included in other sections.

Unit Definitions

List of Units (or assemblies, material, etc...) with their Quantity and configured type.

Line Items

A free form text entry, quantity, and cost.

Project Description Sections are the building blocks of how the quote letter appears.

When we look at the anatomy of a proposal letter (or quote), we usually have:

• Header/Company Letterhead

• Date, Recipients Information, and a greeting

• Project overview and description

• Timelines and schedules

• Cost estimate

• Terms and conditions

• Closing statements

• Signature statement

The Project Description Sections here are in bold above, and can be called whatever you would like, based on your needs.

Email Settings

Who in your Organization should get a copy of anything emailed to clients as well as how your email template should look.

Divisions

The different divisions within your organization that handle estimates and quotes.

Quote PDF Templates

Quote PDF Templates are how we form what your Quote Letter looks like. You can manage styling, and verbiage that you want to ALWAYS show for a particular type of quote you send out to your customers.

Equipment

Standard equipment used in your projects with daily, weekly, and monthly costs as well as an optional pickup/delivery fee.

Clarifications, Inclusions, Exclusions

Configurable text describing a part of an opportunity that needs to be explicitly clarified, included, or excluded. Each of these can optionally be included in the quote PDF in their corresponding section.

Clarification example: 

"We will not work overtime"

Inclusion example: 

"We are including tax in our estimate"

Exclusion example: 

"We are excluding the cost of materials for this project."

Industries

These are the industries you work in.

For example: Residential, commercial, medical, etc...

External Estimate Sources

Work Map allows users to continue using their own estimation tool.

If you choose to BYOE (Bring Your Own Estimate), we consider that "external". 

External Estimate Sources are standard options to select from when providing an estimate to your customer.

Examples: 

• Custom Worksheet

• "Some software vendor here"

Unit Definitions

Standard units used in your projects.

"Units" can be renamed to fit your needs. 

Such as: "Assemblies", "Materials", etc...

Your Language

What we call things may differ from the terms your Organization uses. In this section, you can rename or disable the sections within an Estimate and Quote.

Project Description Sections

Configurable sections to describe an opportunity (or quote). Each section can be free form text entry or only allow selection from configured options. These will appear on the quote PDF going out to your customers.

Think of these as either a large section of free-form text you can enter for the basis of the proposal (or quote). 

OR

You can choose to break down each "section" of your quote letter, like so:

• Payment Terms

• Statement of Work

• NDA

Each of those bullet points you can allow the user to type in "free-form", each time, or you can pre-filled options that the user merely selects.

This way, you know each and every time your verbiage, and message, will be the same to each customer.

Reasons Lost

These are reasons that a Quote wasn't accepted by a client.

Such as:

• Price was too high

• Lost contact with customer (cold lead)

• Lost to competitor

Hourly Types

"Hourly Types" is a generalized way of saying "labor rates". 

However, it doesn't just apply to people, necessarily. 

You can put anything in here that you would charge by the hour.

You can optionally allow overtime and doubletime rates.

Rate Profiles

"Rate Profiles" are how you can name your rates.

Such as:

• Standard

• Discounted

• Upcharged

These are profiles containing rates for each of your Hourly Types (labor) and markup percentages for each category of work.

Each profile contains rates for all of your Hourly Types. This allows you to maintain different sets of rates to easily apply for friends or, for lack of a better term: "problem clients."