GOING PRO Price Database
This is my Price Data Base ... it is from here I import the contents of my quotes and invoices into the Going Pro Jobs Data Base Data Entry layout by using the code number on the very left ('11' is my 'photography day fee, usage rights managed (subject to usage loading)' etc.
You can over-write every item, every price ... you can also delete entries (command [Mac] or control [Win] 'e') you don't think you'll need, or find silly. And of course you can add new entries ... just type 'command or control 'n'.
Here's the thing: When you pull a PDF of this page you can email it to your client, who should print a hard copy. As you have your GOING PRO Jobs Database Data Entry layout open, you get your client to pencil in items you reckon you'll need to put into the quote; you may say: 'We need 1 each of 11, 15, and 3 of 18" etc. As they fill in the form, you calculate the costs in your Going Pro Jobs Database Data Entry screen and you give them feedback ... you keep talking them through the process.
This is a very effective method of preparing a cost estimate within minutes ... no emailing forth and back; they can tell you on the spot whether they can afford the costs you're proposing. When you're done and you have an understanding, finish the Cost Estimate proper and email the correct - 'official' - version from your Jobs file; it is very important for your client to receive the 'official' Cost Estimate ... simply because you have your ToB on there (your Terms of Business).
Below are the Price Data Base screen, which you use in conjunction with the Data Entry screen in your GOING PRO Jobs Database and the Price Data Base PDF, which you'll email to your client; note the red "Dear client ..." message - you can alter the wording in the SET UP screen.
Remember also: on the Mac, under File, set 'Page Setup' to 'US Legal' and I use 'Adobe PDF 9' for a PDF printer; in Win set 'Print Setup' to 'Legal', I use 'PrimoPDF' as my PDF printer - mind you, I'm not very experienced with Win (I'm using Windows XP in Parallels on my Mac), you may need to find a suitable PDF printer if PrimoPDF does not work for you - so, remember these settings whenever you print a PDF.