Workroom Advantage – 2025-10-30

Meeting Notes:

Key takeaways

• Multiple workroom members demonstrated their quoting software systems including Airtable, QuickBooks, Solatech, QuoteRite, and Quipa
• Quoting time varies significantly across systems, with some taking 20+ hours for large projects while automated systems reduce this to 3 hours
• Group agreed to conduct a comparative time study using standardized Roman shade and drapery quotes across all systems
• Most systems require two-step processes: calculating specifications and then entering into QuickBooks for client quotes
• Airtable requires custom setup with specialists but offers comprehensive automation for spec sheets and work orders

Discussed topics

Quoting software comparison – Airtable (Peggy)

Peggy demonstrated comprehensive Airtable system for Roman shade quoting.

• Details
  • Peggy: Uses input sheets for different soft treatments with automated calculations
  • Peggy: System generates spec sheets for seamstresses with cut lengths, ring spacing, and pricing inputs
  • Peggy: Still requires manual entry into QuickBooks Online using bundles
  • Peggy: Benefits include single data entry generating both production specs and pricing information
  • LuAnn: System reminiscent of Vita’s approach at Lew University
• Conclusion
  • Two-phase process: input to Airtable for calculations, then transfer to QuickBooks for client quotes
  • Comprehensive but requires custom setup

Quoting software comparison – QuickBooks with Excel (Elizabeth)

Elizabeth showed her hybrid system using QuickBooks groups and Excel spreadsheets.

• Details
  • Elizabeth: Charges flat rate $1,000 per Roman shade up to 48 inches, additional $250 per size increment
  • Elizabeth: Uses QuickBooks groups (similar to bundles) with pre-populated items from Minutes Matter
  • Elizabeth: Excel spreadsheet calculates yardages and generates work orders for fabricators
  • Elizabeth: Working with Jessica to transition to Airtable for better streamlining
  • Elizabeth: Adds $150 surcharge to all projects based on VIN’s advice from 10-15 years ago
• Conclusion
  • Functional system but less automated than Airtable
  • Transitioning to more streamlined solution in new year

Quoting software comparison – QuoteRite (Agata)

Agata demonstrated QuoteRite system integrated with Simply Accounting.

• Details
  • Agata: Uses QuoteRite for generating quotes and work orders, not QuickBooks
  • Agata: System was initially painful for custom drapery but now refined after 2.5 years
  • Agata: Workflow manager uses green/amber/red light system to track project status
  • Agata: Can generate quotes, work orders, and reports from single data entry
  • Agata: Working to enable fabric ordering directly from quoting portal to reduce double entry
• Conclusion
  • Comprehensive system with visual project tracking
  • Still requires some manual processes for fabric ordering

Quoting software comparison – Solatech with Airtable (Amy)

Amy showed integrated system using Solatech for quoting and Airtable for production management.

• Details
  • Amy: Solatech calculates yardages and generates quotes that export to QuickBooks
  • Amy: Airtable handles work orders, CRM, production scheduling, and installation specs
  • Amy: Uses forms in Airtable for designers to submit preliminary project information
  • Amy: All tables connected with help of Airtable specialist
  • Amy: Can track projects from lead through completion with automated status updates
• Conclusion
  • Heavy reliance on Airtable for project management beyond quoting
  • Some workarounds still needed in Solatech

Quoting software comparison – Quipa (Pamela)

Pamela demonstrated Quipa system as part of control group for testing.

• Details
  • Pamela: Selected Quipa for simplicity after evaluating complicated alternatives
  • Pamela: System costs $359/month and exports directly to QuickBooks
  • Pamela: 21-window project took 3 hours vs estimated 20 hours by hand
  • Pamela: Reduced quoting time from 60% of weekly time to 25%
  • Pamela: Generates work orders with fabric information and construction details
  • Pamela: Hope Arbery (owner) holds Monday/Friday office hours for support
  • Bob: Impressed with simplicity and functionality
• Conclusion
  • Significant time savings for commercial/hospitality projects
  • Less customizable than Airtable but more user-friendly
  • Still developing features like Roman shades

Manual quoting methods

Bob and Marcene discussed hand-calculation approaches.

• Details
  • Bob: Does all quoting by hand, faster than typing into systems
  • Bob: All employees know how to quote, tracks time manually in spreadsheets
  • Bob: Tested new CRM for 3 months but employees found it didn’t work
  • Marcene: Uses custom FileMaker system created by husband, updated by son
  • Marcene: Has code words (DRAP for drapery, LIN for lining) to speed entry
  • Marcene: Working with FileMaker experts for 3 months on estimating/invoicing integration but considering abandoning
• Conclusion
  • Manual methods work for experienced users but lack scalability
  • Custom systems difficult to share or transfer to others

QuickBooks bundles/groups

Multiple members discussed using bundles (Online) or groups (Desktop) in QuickBooks.

• Details
  • Marcene: Unfamiliar with bundle/group functionality, interested in learning
  • Elizabeth: Uses groups in QuickBooks Desktop Enterprise
  • Peggy: Bundles in QuickBooks Online function same as groups in Desktop
  • Multiple members: Agreed to demonstrate bundle creation at end of meeting if time permits
• Conclusion
  • Bundles/groups allow pre-populated line items to speed up quoting
  • Feature available in both Desktop and Online versions

Airtable setup requirements

Discussion about Airtable implementation complexity.

• Details
  • LuAnn: Clarified Airtable doesn’t come pre-configured, requires hiring specialist
  • Amy: Confirmed need for Airtable specialist to custom build system
  • Peggy: Each workroom customizes Airtable for their specific needs
  • Elizabeth: Working with Jessica on Airtable implementation
• Conclusion
  • Airtable is powerful but requires significant upfront investment in customization
  • Not plug-and-play solution

Time tracking for quoting

VIN raised importance of tracking time spent on quotes.

• Details
  • vincentnigara: Asked if members track time per quote, concerned about efficiency as businesses grow
  • Elizabeth: Tracks time on large full-house quotes but not individual small quotes
  • Peggy: Does not track quoting time
  • Agata: Acknowledges quoting takes long time, especially with changes
  • Amy: Quoting is core job function that must be done well despite time investment
  • Pamela: Reduced quoting time from 20 hours to 3 hours for 21-window project
• Conclusion
  • Most don’t systematically track quoting time
  • Time savings vary dramatically by system used