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Managing Estimates

In some cases, customers may require or prefer to receive a formal estimate before proceeding with a transcription job. The Vernon Court Reporters ERP system allows Admins and Managers to create and manage these estimates efficiently, ensuring that work does not begin until the customer has given approval.

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1. Creating an Estimate

When a customer requests a job estimate—or when it is required before work can begin—follow these steps:

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Create the Job as an Estimate

  • Navigate to the Job Management section and start creating a new job.
  • Fill in the required details, including job scope, estimated time, and cost.
  • Save the job as an Estimate instead of a standard job.

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Customer Notification

  • Once the estimate is saved, the system automatically sends an email notification to the customer.
  • The email contains a link prompting the customer to log in to the ERP system and review the estimate.
  • The customer can then approve or decline the estimate directly from their account.

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2. Customer Approval Process

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Online Approval

  • Customer Login
    The customer follows the email link and logs into the ERP system. They can view the estimate details, including the scope, timeline, and cost.
  • Approval or Decline
    • If approved: the job status updates automatically and moves to the next stage in the workflow.
    • If declined: the job is not started. The Admin or Manager may revise the estimate or cancel the job based on customer feedback.

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Manual Approval

  • Approval by Phone or In-Person
    If the customer provides verbal or in-person approval, the Admin or Manager can manually update the estimate.
  • Update Job Status
    The Admin or Manager logs into the ERP, locates the estimate, and marks it as approved. The job then proceeds to the next stage.

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Why Estimates Matter

  • Provides transparency for customers who require upfront approval.
  • Prevents work from starting without customer confirmation.
  • Supports flexibility—estimates can be approved online or manually by staff.
  • Helps managers maintain accurate records of customer agreements before jobs move forward.