Custom Values and Partial Quantity Support for Estimates

Custom Values and Partial Quantity Support give you more flexibility when creating estimates for families. These features help you create accurate quotes that reflect the unique needs of your childcare business.

With these updates, you can:

  • Define and use custom values in your estimates for consistency across quotes
  • Configure partial quantities for items, perfect for billing things like half-days or prorated tuition

Key Benefits

These features make it easier to tailor your estimates for each family while maintaining accurate pricing calculations. Whether you're quoting part-time enrollment, prorated fees, or custom services, your estimates will reflect exactly what families are paying for.

How to Use Custom Values in Estimates

You can add custom values to your estimates in two ways:

Option 1: Add Custom Values While Editing

Adjust custom values directly when creating or editing an individual estimate.

  1. Navigate to the Estimates section in your dashboard
  2. Open an existing estimate or create a new one
  3. Locate the Custom Values field and enter your information
  4. Save and send the estimate to the family
[SCREENSHOT: Estimates editor showing the Custom Values field highlighted, with an example custom value entered]

Option 2: Set Default Custom Values in Settings

For values you use frequently, set them up once in your settings. They'll automatically appear in all new estimates.

  1. Click Settings in your dashboard
  2. Select Estimates Preferences
  3. Define your custom values and click save

Your predefined custom values will now be available whenever you create an estimate.

[SCREENSHOT: Settings > Estimates Preferences screen showing the custom values configuration area]
Pro Tip: Use custom values for things like registration fees, supply fees, or any recurring charges that appear on multiple estimates. Set them up once in Settings to save time.

How to Enable Partial Quantity Support

Partial quantities let you bill for fractions of items or services. This is especially useful for part-time enrollment, half-day programs, or prorated tuition.

Steps to Use Partial Quantities

  1. Open the Estimates module
  2. Select an existing estimate or create a new one
  3. When adding items, enter a fractional value in the quantity field (for example, 2.5 for two and a half days, or 0.5 for a half-day)
  4. The platform automatically calculates pricing based on your fractional quantity
  5. Save and send the estimate
[SCREENSHOT: Line item in estimate showing a partial quantity (e.g., 2.5) entered in the quantity field, with calculated total]

Common Use Cases for Partial Quantities

  • Part-time enrollment (2.5 days per week)
  • Prorated tuition for mid-month starts
  • Half-day or extended-day programs
  • Supply fees calculated per half-unit
Pro Tip: Partial quantities work great for families starting mid-billing period. Enter the prorated number of days or weeks, and your estimate will show the exact amount.

Frequently Asked Questions

Can I use both editor-level and settings-level custom values in the same estimate?

Yes. Your predefined values from Settings will appear automatically, but you can still adjust or add custom values while editing any individual estimate.

Will enabling partial quantities affect my pricing calculations?

No. The platform automatically calculates accurate pricing based on whatever fractional quantity you enter. Your per-unit price remains the same, and the total adjusts accordingly.

Can I see partial quantities on the estimate that families receive?

Yes. When you send the estimate, families will see the exact quantity you entered (like "2.5 days") along with the calculated total.

Do partial quantities work with all line item types?

Yes. You can use partial quantities for any line item in your estimate, including tuition, fees, and supplies.

Next Steps

  • Set up custom values in your Estimates Preferences for fees you use regularly
  • Create an estimate with partial quantities for your next part-time enrollment
  • Review your existing estimate templates to see where partial quantities could make quoting easier

Related Articles

  • How to Create and Send Estimates
  • Automating Your Enrollment Process
  • Managing Payments and Invoices