Training Videos
Click on the link below and it will take you to about 50 training videos.
https://paintestimating.com/training-videos/
Misc. Question
1) Are we able to change the work order so that square footage does not show when it is sent to the sub contractor?
No, only hours can be removed from the work order.
2) What is the process for adding additional users on existing accounts?
You can add them at Settings->Misc->Users.
3) Is there mobile app access to PEP?
There is not an app to download but there is a mobile version. Open up PEP on your tablet or phone like normal. Click on the view drop down at the top of the screen and select view mobile app. Now you will be using the mobile version.
4) I do not see anywhere to add an additional email. I just hired a sales person. How do I set up his/her email in the system so they are copied on eBids.
Once you’ve set up a new user you will go into settings, misc., eBid templates, select the first email template you wish to change, and click edit. In the edit eBid template screen you will see an email notification cc field. Here you will enter in the email address you wish to be cc’d. Select done to save changes and repeat steps in all eBid templates you wish for them to be copied in.
5) How do I take hours off of my work orders?
When you click to create a new work order a menu screen will pop up...On this menu screen there is a box that says show hours. Make sure to uncheck the box and hours will be hidden on the work order. You can preview the work order to make sure it works. If the work order has already been created, delete it and create a new one and be sure to uncheck the box at the beginning.
6) How do I edit a Form? I want to make some of the items 2 coats by default.
The best place to edit a form is inside of an estimate. If you are adding items, select the form that you want to update. Go ahead and change from 1 coat to 2 coats, but instead of clicking save in the bottom right hand corner, click save/edit at the top next to the form drop down tab. This will allow you to save the actual form updates or change the name of the form and re-save.
7) When creating a new email template in PEP, what code do I use so that the customer's name is automatically filled in?
You should be able to just replace (Name) with: <%= ClientFirstName %> Please type it exactly as shown with the tildes. I would then suggest creating a test client and send one of these to yourself as the test client.
8) How do we provide a receipt to our customers? Is this handled in PEP?
No, this should be handled in Service Titan.
9) How do I change my password?
If you are already logged into PEP:
Go to your avatar >> USER SETTINGS >> PROFILE
Click REQUEST PASSWORD RESET
If you are not logged into PEP:
Go to login screen pep-cloud.com
Click SIGN IN
Click FORGOT PASSWORD
10) I am not receiving PEP emails in my Gmail Inbox.
Many owners have set PEP to send out emails through their Gmail account, which is a good way to do it. We have seen from time to time where Gmail has sent a general security alert to the owner asking if they'd like to revoke all access to email and lock the account down tighter. I don't know why that happens, but if an owner elects to do that, it locks PEP out of sending those Emails. They then need to go back into PEP and go to Settings->Misc->Email Delivery, hit Edit, and uncheck the box for Use Gmail and then check the box for Use Gmail. Then hit "Show Settings" and hit Authorize Now. They need to follow through the Gmail screens allowing access and then come back to PEP to save their changes.
11) How do I export my client list?
Go to View Clients, scroll to the bottom, on the left side click on the box with an arrow coming out and export the list, then just rearrange the column for sales.
12) One of my customers opted out of the email by accident. How do I opt them back in?
Find the client, hit edit, then scroll down to opt-out and uncheck.
13) One of my estimates states the client as 'opting out of email delivery' but I've confirmed within PEP the option has not been selected and confirmed with the customer as well.
Do you have any emails cc'd on the email that goes to the customer by default? Typically this could be the Owners or Salesperson? If yes, do you have any test customers that use either of those emails? If yes, find that customer and see if that email opted out.
Estimating Questions
1) Is there any way I can combine a few proposals together under the same client name?
No. There is no way to merge estimates under the same client.
2) When staining a fence in PEP and inserting the square footage, do you add up both sides of the fence?
Yes, you need to include the square footage for both sides. If not, it will only figure enough time and material for 1 side.
3) How do I do a Change Order?
a) Go to EDIT estimate, make a new area and name Change Order
b) Go to eBid and go to PAGES
c) Then go to page titled CHANGE ORDER
d) Make sure to uncheck the hide page.
e) Change some of the wording if needed in the Box and hit done
f) Go back to eBid and hit UPDATE PRICING
g) Preview it.
4) Is there a way to add multiple pictures per area?
You can select the area and hit the Edit Area button along the top. Scroll to the Spec section and use the picture icon button to add as many as you’d like.
5) When uploading pictures into PEP, I have the issue of the pictures rotating on their side. As it is, I don't see a way to rotate the pictures in the text field.
There’s not a way to rotate them. You would need to take the picture with the phone/tablet oriented in the correct direction.
6) How do I create a form/template?
Go into any pre-existing estimate and select edit estimate. Go to the add item screen to begin. Once you’re in the add item screen, you can use an existing form and edit, pull items from favorites, or select items from the library. Build this screen to include all rates, materials and etc. that you want to be in the new template. Once complete click the save/edit button just to the right of the form drop down tab. You can now name your form and click save to complete. Now your form will always appear in the forms drop down menu.
7) How do I mass edit an estimate?
Go to the job you want to mass edit, scroll down on the left hand side to the bottom and click begin mass edit. You can mass edit hourly wage, materials, coats, and color.
8) Is there a way to move areas up or down the list once they have been created?
At this time this is not an option.
EBID Related Questions
1) I'm having trouble figuring out how to add a discount to an eBid report. Can you explain the steps?
You will add a discount by first going to cost summary, click edit and you will see the field(s) to enter in the discount. To make the discount visible on the eBid you will then go to the eBid screen and select the pages tab. In the pages screen you will select a proposal and once highlighted click on edit. In this screen you will see check boxes that determine what appears in the eBid. In the materials total and labor totals sections you want to make sure the show discount is checked. Click done and discounts will appear. If you want to make this permanent in all eBids, go to settings, misc., eBid, select edit, select the eBid you want to update, select proposal in the pages section, click edit and repeat.
2) First area is with a salesperson. I added him, what do I need to check off to make sure he received all the email, like quotes viewed, that I do?
Go into misc. settings, and select eBid. After opening the eBid tab, select one of the templates you typically use (ex: Residential Interior eBid). After selecting a template, click on edit. Inside the edit screen you will find a cc box. You can enter your new sales person's email in this box and now he/she should receive emails and updates from the eBid system. Just make sure to make this change in all eBid templates that you are using.
3) How do I customize/personalize eBids?
Go to settings, Misc and select eBid templates. Here you will select the eBid template that you would like to edit, click on customize, and reply yes when asked if you would like to make a copy. Once the eBid is copied, you can click edit in the top portion to update the title of the eBid. You will now also see an eBid pages section. In the pages section, select the page that you would like to customize, click edit and now you will see options and preexisting pictures, text and etc. You can now update text and pictures; don’t forget to click Done when complete to save changes.
4) Why does my cost summary not match my eBid?
Any time you create an eBid and then make changes to the estimate you must click the Update Pricing button in the eBid menu.
5) The totals for the areas do not match the grand total, why is that?
The reason that this is happening is because in each area it shows the exact gallons of paint needed and then at the end it rounds up to the next gallon. For example, if you were to paint the exterior of a house and each side needs 2.2 gallons of paint (assume the same color), you and I both know that you will need 9 gallons. PEP shows the exact price for 2.2 gallons of paint on each side (area) then at the end rounds up to 9 gallons at the end. Does that make sense?
How you can resolve this is either uncheck Round Up to Whole Containers, but then it prices for exact gallons of paint needed (example provided would mean that it would price 8.8 gallons worth of paint). The second option is to check Round Up Materials, but then it rounds the paint in each area (for the example above it would say that you would need 12 gallons of paint). The third option is to explain to customers exactly what I said in the first paragraph of this email. The fourth option is go to your Ebid Settings, go to the proposal page and uncheck show subtotals.
How you can find how to round the rounding of materials is go to SETTINGS MISC then go to DEFAULTS and find the boxes to check and uncheck. Or on a per job basis go to MATERIAL SUMMARY, then hit edit material settings and find the boxes.
6) How do I send a work order with a quick text?
To learn how to send a work order with a quick text watch this 1 minute video.Work Order
7) How/Where do I edit/change the Thank You email?
Go to Settings, Misc, Ebid Templates, go to the template you want to change, highlight it, click edit then scroll down to the Thank You part and change. Repeat for every template necessary.
Then scroll down a little and see where it says Thank You Email Message, edit the wording.
Material Questions
1) Several of my material choices are not in PEP. I understand how to add materials/prices but I don’t know how to configure the spread rates, etc:
The easiest way to add products and rates is to simply copy an existing product. Instead of creating an entirely new product from scratch, use the product data sheet for the new product to compare to the spread rates of existing products. You will find that most of them are similar and that there are so many options, more than likely there is a product with the same spread rates already listed. Once you find a match, click customize, and it will ask you if you would like to copy the product. Once you say yes, and the product is copied, you can now edit the product and change the name and pricing to reflect that of the product you are trying to add.
2) Why does the total number of gallons/cost not equal the sum of the individual areas?
When using “Round up to whole containers”, PEP has nowhere to put the additional money for that rounded paint so it adds that additional money to the material subtotal at the very bottom. He can either disable that rounding or turn off the itemized pricing or explain to the client that the itemized pricing is the exact cost of what’s required for each area of work, but because he has to buy whole containers of paint he has to charge for the rest of the can and that’s added at the very bottom.
3) How do I reduce the material lists to show only the products I use?
Go to the settings dropdown and select material. Select one of the materials that you want to see in your materials list (you will notice a lock next to it). Once highlighted select customize, and when it asks you if you’re sure you want to make a copy, click yes. Now you will see a copied material; select edit and you can update the name and price if desired. Repeat this process for all materials that you want to see in your list…Once complete, go into settings, misc. On the left select defaults and click edit. Scroll to the bottom and you will see PEP Library v1.0. Click the drop down here and select Franchise Library. Now you will uncheck material, select Done and then refresh your browser. Now you will only see your materials!
4) Are the pricing for Benjamin Moore and PPG up to date on national pricing?
No, there is no national pricing for Benjamin Moore or PPG. You will need to update those manually at the local level.