Events and rental: Quotation software for set builders
Quotation software for set builders that prices build hours per trade, materials, transport and installation, with the design version and assumptions behind the price visible in the proposal.
Where quotes for set builders get stuck.
A set quote is written against a design that is still changing. Set builders price hours for carpentry, metalwork, CNC work, scenic painting and installation, plus materials, transport and the build on site. That calculation often lives in a spreadsheet copied and adjusted for each project. Which design version the price was based on is not recorded. When the designer raises a wall or switches sheet material a fortnight later, nobody can see what that costs compared with the original quote. The conversation about extra work turns into an argument about what was actually agreed.
Quotation software for set builders
Example- 1
Fix the design version and assumptions
DoneThe quote opens with the design version it is based on, with its date and the drawings that belong to it.
- 2
Hours and materials per element
In progressThe set is broken into elements, such as walls, floor, staircase or a revolving piece.
- 3
Proposal per version
NextThe proposal shows the elements, the assumptions and the price, linked to the design version.
From enquiry to signed quote.
Fix the design version and assumptions
The quote opens with the design version it is based on, with its date and the drawings that belong to it. The estimator records the assumptions: materials, finish, how many times the set will be built and whether it must break down for touring. Those assumptions appear word for word in the proposal later.
Hours and materials per element
The set is broken into elements, such as walls, floor, staircase or a revolving piece. For each element, hours per trade and materials are estimated. Standard elements can be carried over from earlier projects. Transport, on site installation and any hired equipment appear as separate items.
Proposal per version
The proposal shows the elements, the assumptions and the price, linked to the design version. When the design changes, the estimator creates a new version of the quote and sees per element what changes. The client sees the difference between versions and approves again.
Alongside your calculations and price lists.
Set builders usually estimate with spreadsheets, an hourly rate per trade and material prices from regular suppliers. The quotation software takes over those rates and prices and adds the element by element structure and the link to the design version. Drawings stay in the designer's or workshop's drawing program; the quote refers to them. Once approved, the estimated hours per element flow to the workshop schedule and later to the job costing.
Fixed price or time and materials
A fixed price gives the producer certainty but is risky while the design is still moving. Working on time and materials is fairer when the design is uncertain, but awkward for a producer with a fixed budget. Many set builders quote a fixed price against a specific design version and treat later changes as extra work.
Detailed or high level estimate
A detailed estimate per element and trade is accurate but takes a lot of time for an enquiry that may not go ahead. A high level estimate based on similar projects is quicker but less certain. A common approach is a high level indication first and a detailed quote only once the design is final.
Buy new or use stock
Reusing panels, connectors and steel from your own stock is cheaper and more sustainable, but limits design freedom. New material gives the designer full rein but costs more. The quote can show per element what comes from stock and what is bought new, so the client makes that trade off knowingly.
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Read the storyWhat we prepare in the quotes.
In the quoting software we set up your hours per trade, materials, transport and installation per element, and every quote hangs on a design version. We test it together with a simple exhibition stand and a theatre set where the designer raises a wall and changes the sheet material after approval. A library of standard elements, estimated hours passing to the workshop and quotes in a second language can be switched on when it suits you.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we quote on a design that isn't finished?
Yes, as an indication. The quote then states explicitly which design version and assumptions it rests on. When a final design arrives, a new version is made and the client sees what has changed. Both sides always know what the price is based on.
How do we price a set that goes on tour?
The assumptions ask how often the set will be built and whether it has to break down. That affects the structure, the connectors and the weight. Extra costs for demountable fixings or flight cases appear as separate items, so the producer sees what touring adds.
Can we use earlier projects as a starting point?
Yes. Elements from earlier quotes, such as a standard flat or a rostrum, can be reused with the hours and materials estimated at the time. If the job costing for that project is known, the estimator also sees how many hours it really took, which makes the new estimate more realistic.
What does the client see in the proposal?
The elements with a short description, the key assumptions, transport and installation, the design version and the price. Hours per trade stay internal unless you choose to share them. The proposal is laid out so a producer can put it beside the next version and understand the difference.
Add-ons for your industry.
What often connects to this.
- Enquiry form for set buildersAn enquiry form for set builders that asks for design stage, venue, dimensions, build window and transport, so the workshop can judge straight away what is being asked.
- Digital job cards for set buildersDigital job cards for set builders that record, per element, the released construction drawing, materials and hours, so the workshop never builds from an outdated version.
- Invoicing software for set buildersInvoicing software for set builders that brings delivered set pieces, approved changes, stage payments and extra work per project into an invoice that matches the quote and approvals.
Quotes that match the work.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Quotation software for set builders: build hours per trade, materials, transport and installation priced, tied to the design version of the moment.
- Fix the design version and assumptions
- Hours and materials per element
- Proposal per version