1. How do I enable T&E (Travel & Expenses) and Other Costs options when setting up a new timeline?
When you create a new timeline, you’ll see options to enable Show T&E Detailed View. Be sure to turn on this flag if you plan to add travel expenses at granular level. Other Costs Tab is always visible to allocated other associated costs.
2. How can I add T&E costs to my timeline?
After enabling T&E, follow these steps:
Go to the ‘T&E’ tab within the timeline.
In the resource section, locate the specific resource or role you want to allocate expenses to. Then, click into the cell for the appropriate time period or phase and enter the cost.
Example: If the Manager - Principle incurs a $100 travel expense in the First Phase, enter this amount in the First Phase cell for that role.
Note: T&E costs can vary per phase, allowing you to assign different amounts for different timeline phases or periods.
3. How do I add Other Costs to my timeline, and what types of costs can be added?
Once Other Costs are enabled, you can add costs like materials, licensing, or other project-specific expenses:
Go to the ‘Other Costs’ tab.
In the resource section, click into the cell where you want to add costs, then start typing. A dropdown list of predefined QuoteX Other Costs will appear.
Select the appropriate cost from this list to add it to the timeline.
Tip: To quickly pull up the list of available costs, simply tap the spacebar in any cell within the Other Costs tab.
4. How can I view a summary of the total costs on my timeline?
In the Overview Tab, notice the Total Costs defined. It is the summarize of total costs expected in current timeline.
5. What are the Timeline Overview Totals, and what do they include?
The Timeline Overview Totals give a high-level summary of all costs in the timeline. This summary includes:
Nearshore, Offshore, and Blended Rates for resources, showing costs broken down by where work is done.
Travel & Expenses:
To include all anticipated travel or expense costs, enter the total amount in the Travel & Expenses box. This automatically adds these expenses to the overall Total Fee calculation.
This is editable when user has not choose the detailed T&E view else it will be read only and show the Total Expenses.
6. Can I add a discount to the quote, and how is it applied?
Yes, QuoteX allows you to add a discount at both the timeline level and the header level, at timeline level only, at header level only. Here’s how:
Go to the ‘Disc %’ field in the timeline overview section. Enter the discount percentage you’d like to apply.
You can also change the mode from % to amount using dropdown with the label.
Discount Calculation: The discount is calculated by combining both Timeline Level Discount and Header Level Discount for a full view of the cost impact.
7. How does QuoteX calculate the Total Fees and Total Costs?
Here’s a quick breakdown of the main calculations:
Net Fees: Total Fees - Total Discount + (Additional Fees for T&E or Other Costs, if selected)
Fixed Fee:
Total Costs = Services Uplifted Costs + Other Costs (if applicable) + T&E (if applicable)
Time & Materials (T&M):
Total Costs = Service Costs + Other Costs + T&E (if included)
Note: These calculations update automatically based on the fee type (Fixed or T&M) and the options you select.
8. What happens if I need to change the quote type from Time & Materials (T&M) to Fixed Fee?
If you need to switch between T&M and Fixed Fee, it’s easy:
Click the dropdown menu in the timeline overview and choose the quote type. Selecting Fixed Fee allows you to enter a fixed fee buffer and other settings.
Tip: Changing the quote type recalculates Total Fees and adjusts costs to fit the new pricing model.
9. What are Summary fields on the Quote Object, and how are they used?
Summary fields, labeled with ‘Summary’ in both their name and API label, contain aggregated data from all active timelines in a quote.
These fields help track overall costs and metrics at a glance and are available on the Quote Object. They’re especially helpful for creating reports or highlighting key metrics in the header of a quote.
10. What’s included in ‘Total Other Costs’ and ‘Total Expenses’?
Total Other Costs: This includes both Billable and Non-Billable Other Costs that have been added to the timeline.
Total Expenses: Includes all Travel & Expenses (T&E) for the timeline, both billable and non-billable.
11. How does QuoteX handle resource pricing across phases or roles?
In QuoteX, each resource role can have specific costs associated with each timeline. The Total Resource Price field automatically aggregates the costs for each resource across all phases.
These roll-up costs provide a complete view of resource pricing, allowing you to see the total impact of resource allocations.
12. How do I add or adjust T&E expenses if project needs change?
If you need to adjust T&E expenses, simply return to the T&E tab in the timeline:
Update the expense amount for the relevant resource in the appropriate phase or cell. Changes are instantly reflected in the Total Fee summary.
13. Can I customize which fields are highlighted in the Quote header?
Yes, QuoteX allows you to highlight fields in the quote header:
Look for fields labeled with ‘Summary’ on the Quote Object. These fields display consolidated data across all timelines and are great for showcasing key information at the top of a quote. Use Highlight Items in the PSC Pre Sales Admin app.
14. Are there any tips for quickly finding Other Costs in the timeline?
When adding Other Costs in the timeline, tapping the spacebar brings up a quick list of available costs, making it faster to locate and add items.
15. What’s the difference between Billable and Non-Billable T&E and Other Costs?
Billable Costs are expenses passed on to the client, while Non-Billable Costs are typically internal expenses that don’t appear on the client invoice.
When adding T&E or Other Costs, specify whether the cost is billable or non-billable. This distinction is visible in the Total Expenses and Total Other Costs summaries.