Associating Tasks with Quotes and Projects

Simple Tasks and Service Callouts can be added to a project without being tied directly to a quote, making them perfect for urgent tasks that don’t require quoting.

Itemised Tasks, Bulk Tasks, and Subtasks must be tied to an approved quote and relate to specific areas, groups, and products. This ensures that every part of your project, from installations to system setups, is linked to the customer’s AV integrator proposal.

Ideal for Quick, One-Off Jobs

A Simple Task is great for quick, standalone jobs that don’t need to be part of a quote or a larger workflow. For example, a site visit or initial consultation can be set up as a simple task, allowing your AV sales team management tool to schedule a quick meeting with minimal planning.

• How Dependencies Work: For simple tasks, you often have just one layer of dependency, like getting a customer’s signature before marking the task as complete. This straightforward process helps AV professionals maintain efficiency.

Use Case: Initial consultations, troubleshooting, or quick tasks that don’t require detailed quoting or work orders.

Managing Complex Installations

An itemised task is essential when the  task involves multiple products or components that need to be installed separately but tracked together. This task type is linked directly to a quote, so it’s ideal for installations that require detailed tracking.

Let’s say you’re installing a large TV on a wall. The installation might involve the TV, the bracket, additional cables, and any necessary components. Each of these items can be entered as individual line items with their own dependencies. This ensures that every product listed in the AV quote is accounted for and properly installed, providing accurate labour tracking for future quotes.

• How dependencies work: Each itemised task has multiple layers of dependencies. For example, mounting the bracket to the wall is before installing the TV, which is then followed by cabling and testing. Tracking these steps individually allows you to better understand of the time and resources needed for each part of the job.
• Why it’s good for labour tracking: When you track time spent on individual products, you’ll get more accurate data for future quotes. For instance, if mounting the TV took longer than anticipated, this data can inform you so you can factor this in in future quotes. 

Use case: Complex installations, such as home theatre installations or large AV projects involving multiple products.

Managing Multiple Items Under One Task

A bulk task allows you to group multiple items into a single task that can be completed in one go. This is perfect for AV installations where multiple products are installed or assembled at once, such as setting up an AV rack with different pieces of equipment.

For example, a “Build the AV Rack” task might involve installing shelving, connecting routers, and setting up various AV components. This task type simplifies the scheduling and tracking process in your AV project management software, as all items are handled in one step.

• How Dependencies Work: Bulk tasks typically have one dependency layer, which applies to all items in the task. Once all items are installed or assembled, the entire task can be marked complete.

Use Case: Projects that can be completed in one step, such as assembling AV racks or bulk installation of equipment in a single room.

Breaking Down Large Projects into Manageable Pieces

Subtasks are used when a large AV project needs to be broken down into smaller parts for easier management. Subtasks are tied to a quote and are especially useful for projects that span multiple rooms or areas.

For example, if you’re installing CCTV equipment across the ground floor of a building, you can create subtasks for each room, allowing teams to work independently on different areas. This ensures that each space is completed to the required standards without overwhelming the team.

• How Dependencies Work: Subtasks can have multiple layers of dependencies. 

Use Case: Large AV projects, such as installing CCTV or audio systems across multiple rooms or zones, where detailed tracking and independent room-by-room progress are critical.

At WeQuote, we provide AV professionals with the tools they need to manage projects efficiently. Whether you need a proposal generator for AV industry estimates or AV invoicing software that integrates with QuickBooks or Xero, our platform is designed to support every aspect of your business.

The work hub’s task types, along with features like electronic signatures, sales quote automation, and AV supplier collaboration tools, make it easy to manage even the most complex projects. Accurate labour tracking, detailed task management, and seamless integration with tools like Stripe and Xero give your business the edge it needs in today’s competitive audio visual industry.

By using WeQuote’s work hub, you’ll save time, reduce errors, and deliver high-quality AV solutions to your clients with precision. From AV integrator software to smart home AV quoting, we’re here to help you succeed.

Explore more about the work hub and scheduling features and how it can optimise your business by checking out our blog post here!