Documents & Estimates

In PrairieHQ, Documents represent proposals, estimates, maintenance contracts, change orders, and seasonal renewals sent to customers.

Overview

The Documents module allows estimators and sales reps to:

• Build comprehensive quotes using item templates and rate cards.
• Support multi-tier options (e.g., Good / Better / Best packages).
• Send digital links to clients via email or SMS.
• Collect legally binding electronic signatures via the client portal.
• Auto-generate operational Work Orders upon client acceptance.

---

Document Creation Workflow

sequenceDiagram
    autonumber
    actor Estimator as Estimator
    participant App as PrairieHQ
    actor Customer as Customer
    Estimator->>App: Draft Document (Line items, Scope, Terms)
    Estimator->>App: Finalize & Send Document
    App->>Customer: Email with secure portal link
    Customer->>App: Review & provide E-Signature
    App-->>Estimator: Notification: Document Approved!
    App->>App: Auto-generate Work Order(s)

1. Creating a New Document

1. Navigate to Workbook → Documents and click + New Document.
2. Select the Customer and target Property.
3. Choose a Document Template (e.g., "Commercial Grounds Maintenance", "Snow & Ice Management Agreement", "Landscape Enhancement").
4. Define validity terms:
   • Contract Period: Start date and expiration/renewal date.
   • Payment Schedule: Fixed monthly installment, time & materials, or per-occurrence billing.

2. Building Line Items & Scopes

• Service Categories: Group items logically (e.g., Spring Clean-up, Weekly Mowing, Turf Fertilization, Irrigation Startup).
• Pricing Models:
  • Flat Fee: Fixed lump sum for the scope.
  • Per-Occurrence: Charge every time the service is delivered (e.g., snow clearing per push).
  • Hourly / Time & Materials: Labor hours estimated with material unit allowances.
• Occurrence Frequency: Specify expected visit cadence (e.g., 28 weekly visits).

---

Client Review & Electronic Signatures

When ready:

1. Click Send to Customer.
2. PrairieHQ dispatches an email containing a secure personalized link to the Client Portal.
3. The customer views your branded proposal, reads terms & conditions, and provides a digital signature directly on their desktop or smartphone.
4. Once signed, the document status transitions to Approved / Won, locking the scope and preventing accidental modifications.

---

Contract Renewals

For recurring annual or seasonal maintenance:

• Use the Document Renewal feature under Workbook → Documents.
• PrairieHQ highlights contracts approaching expiration.
• In a single batch or individually, clone existing scopes with index adjustments (e.g., 3.5% cost-of-living increase) and queue renewal proposals for the upcoming season.