Note to the Reader: There are one or more sections in this article that are labeled "Admin Users Only," because they include permissions that the average user will likely not have access to. Sections without this designation are applicable to all SmartMoving users.
Video Walkthrough
Create an Estimate
Start an estimate
Click the Add icon (also referred to as the "Quick Action Menu" in the top right menu.
Enter the customer's personal information
Enter the customer's personal information.
Notes:Email and phone number aren't required.
You can click the plus button next to the phone number field to add more.
To the right of the move date, you can see your availability for the date.
2. Click Next.
Note: To quickly get to the estimate screen, you can click Save & Close if you don't yet want to enter the Origin and Destination.
Enter the move's origin
Enter the address the move is starting from. Once entered, you must select the correct address from the list of suggestions.
Notes:If your address doesn't appear in the list, click Custom Address above the field to add the address.
Once you select an address, you can click the map icon to the right of the field to see the satellite, map, or street view.
Enter any additional data about the property including the property name, unit number, property type, parking type, stairs, walk distance, and elevators. If there are any additional factors that will affect the move, click Add Additional Handicaps to add them.
Click Next.
Enter the move's destination
Enter the address the move will end at following the same steps from Step 2 above for the origin address.
Click Save & Close.
Editing Move details
In the estimate screen you can see the estimate and job details. Navigate to the estimate screen from the dashboard by selecting the document icon.
Estimate Overview & Actions Cards
This section shows the move size, volume and weight, and estimated total.
You can use the links on the three cards to:
Add rooms to the move size.
Navigate to the inventory.
Edit how the volume and weight and calculated.
Re-rate a shipment to recalculate the charges.
Making the following changes to an estimate can prompt you to re-rate the the shipment:
Move size
Move dates
Adding or removing stops
When SmartMoving detects that a change has been made to the estimate that affects the total cost, the Estimated Total box will appear in an orange warning color to notify you that the shipment must be re-rated.
To re-rate the shipment, click Re-Rate Shipment.
Then, read the notice and click Yes, Proceed to re-rate the shipment.
Note: If you add new charges to the estimate, the Estimated Total will automatically re-rate—you won't need to do it manually.
The Job Panel
This section allows you to view and update all of the job-specific information.
Select the job at the top of the panel to see the job overview, stops, charges, and notes for that specific job.
The Opportunity Total
This section shows the total cost for the opportunity, including all jobs, discounts, and taxes.
Information
This section shows all of the estimate information, including the quote number, binding type, branch, and more.
You can also use links at the bottom to see previous versions of the estimate sent to the customer, any activities completed on the estimate and who completed them, and any related documents.
Updating Charges
To ensure that you receive payment for all additional services and work completed on a job, you can add additional charges to cover fuel, bulky items, storage, and more.
Scroll down to the Charges section and click Add Charge.
Select a charge type, enter the details, then click Add New. Here are the different charge types you can choose from and how they're charged:
Charge Type | How It's Charged |
Moving Labor |
|
Transportation |
|
Packing |
|
Materials | Materials such as boxes, packing paper, and furniture pads. |
Additional Services | Third-party fees such as piano fees, truck overnight fees, etc. |
Trip and Travel |
|
Fuel Surcharge |
|
Valuation |
|
Bulky Item | Flat Rate Per Item |
Storage |
|
Shuttle Fees |
|
Reorder the charges that appear on the estimate
The order of the charges determines the order they appear on the estimate. If you want your charges to appear on the estimate in a specific order, you can reorder the charges by clicking and dragging the Reorder icon.
Edit or remove a charge
Click the Settings menu and select Edit Charge or Remove Charge.
Packing & Unpacking Charges
Adjust packing and unpacking charges, materials, and more.
Packing charges will be added automatically when adding any 'carrier pack' items to your inventory. To manually override these charges or add unpacking charges you can follow these steps:
Inside of the customer's estimate, navigate down to the Charges section.
Click on the Packing by Container charge.
Click on Manage Job Materials.
A screen will appear that will allow you to edit materials, packing, and unpacking information.
To do this, navigate to the column where you want to make the change and you will be able to click on the blue numbers in the quantity (QTY) column to adjust it.
Any changes made on this screen will autosave. Click the X in the top right to close out that screen when you are done.
Click Save Changes from the original editing window.
Any changes made will automatically be reflected in the estimated total at the top of the estimate screen.
Move a charge to a different job on the opportunity
Click the Settings menu and select Move Charge.
Select the job to move the charge to, and click Move.
Preview and Send an Estimate
When you're ready to send an estimate to a customer, you can preview it before you send it. You can also make changes to the pricing display and deposit amount, and choose who will receive a copy of the estimate.
Preview an estimate
Click the dropdown on the Send Estimate button and select Preview Estimate. You'll see the estimate exactly as the customer will see it.
Send an estimate
Click the Send Estimate button.
Click the Pricing Display dropdown to change how the price is calculated for this estimate.
Hourly rate: Shows the hourly rate and minimum required hours.
Estimated price: Shows a total estimated price.
Price range: Shows a range that the estimated price will fall within.
To update your deposit amount to an amount different than what's set up in your settings, click the amount and enter the new one.
Select which contacts and which information to send the estimate to.
Note: If you send the estimate to a mobile phone, the customer receives a link to a mobile-friendly estimate.
To preview the estimate a final time, click Preview customer portal.
Click Send.
Once the customer signs the estimate, a green Signed label will populate on the estimate bar. Additionally, the salesperson that sent the estimate will receive a system-generated email alerting them that the estimate was signed.
The customer will receive a SmartMoving generated email that will allow the customer to download their signed estimate as a PDF.
Job Notes
You can track details and issues for a specific job using any of the following notes:
Internal: Notes only your office can see. Customers and crew cannot see them.
Customer: Notes for your customer that appear on their estimate.
Crew Notes: Notes for your crew that are visible on the move paperwork. The customer cannot see them.
Add a Job Note
Scroll down to the Job Notes section at the bottom of the estimate and click the applicable tab.
Enter your note.
Notes are saved in real time. As soon as you stop typing, the note saves automatically.
When a note has been added, a dot appears on the tab.
Settings (Administrator Users Only)
Users without admin permissions will not see the Settings module in SmartMoving Lite.
Customizing Settings
Select Settings from the blue module on the left.
Select Company Settings ➡️ Company to manage your contact information, state license number, and website links.
Once you have added in the necessary info, select Save Changes.
Select User Management to manage your users and their roles. Here, you can add and remove users.
Select the Add User button to add in any additional office users.
Once all necessary information has been entered, select Add and Continue.
To edit, mark a user inactive (this removes their SmartMoving access), change a user's password, or invalidate their session, select the three dots.
To view DevOps information in Settings, select DevOps.
