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Tie common fail reasons to line items so scope stays consistent.
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Pricing and quotes: line-item setup with CSV
A practical guide to mapping inspection outcomes to quote line items, keeping pricing consistent, and using CSV workflows for bulk maintenance.
- Quotes
- Pricing
- CSV
- Consistency
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Guide summary
Bulk update
Use CSV export/import for controlled changes and backups.
QA before sending
Review totals, units, and evidence links before issuing PDFs.
Who this is for (and when to use it)
Use this when you want consistent quotes across inspectors, sites, and time — without rebuilding scope in spreadsheets.
- Teams quoting from findings: map outcomes to line items so the same issue produces the same scope.
- Operations leads: enforce naming/units so totals and exports stay comparable.
- Anyone maintaining pricing: use CSV exports as versioned snapshots for safe bulk changes.
What “line item mapping” means
Line item mapping is how you standardise quotes: the same finding produces the same suggested scope, wording, and pricing.
- Inputs: inspection outcomes and fail reasons (captured on site).
- Mapping: a rule that links each reason to a quote line item (unit + description + price).
- Outputs: consistent quotes and PDFs that can be compared across buildings and time.
Quick start checklist (minimum viable pricing)
Start with what’s already in place (defaults and any regional presets), then add just enough mapping to quote your first building cleanly.
Step 1
Agree units + naming
Decide whether work is priced per door, per component, per hour, or per item — then keep it consistent.
- Use short, client-readable descriptions.
- Avoid mixing “per door” and “per leaf” without a clear rule.
Step 2
Map common fail reasons
Link your most common inspection outcomes to the quote items you want suggested automatically.
- Start with remedials you actually deliver.
- Keep “investigate / open up” as a separate line item where needed.
Step 3
Run your first building
Create a quote from real findings and review where the mapping under/over-suggested scope.
- Iterate on wording and units.
- Document any client-specific pricing rules.
CSV workflow (export → edit → import)
Use CSV for controlled bulk changes — especially when you have many fail reasons and line items.
- Export a snapshot: treat it as a backup and an audit point-in-time.
- Edit in a spreadsheet: keep the column order intact and avoid changing IDs.
- Import rows: Fire Door App adds new mappings and skips duplicates; edit existing rows in Settings.
Safety checks before you import
- Keep the exported columns in the same order.
- Check that units and currencies are consistent.
- Avoid commas inside fields (keep descriptions simple in CSV).
- Spot-check 5–10 edited rows in the UI after import.
Line item naming convention (recommended)
- Start with action: “Adjust”, “Replace”, “Repair”, “Install”.
- Include component: “closer”, “smoke seals”, “hinges”, “intumescent”.
- Keep units explicit: “per door” / “per leaf” / “per item”.
- Keep wording stable: avoid near-duplicates that confuse reporting.
Ongoing maintenance (versioning, backups, QA)
Pricing drifts unless you choose a simple rule for changes and stick to it.
- Version the change: keep a dated CSV export when you do bulk changes.
- QA after updates: generate a test quote from sample findings and review totals.
- Keep exceptions explicit: document client-specific uplifts so they’re not “tribal knowledge”.
Common pitfalls (and how to avoid them)
Most pricing pain is preventable if you agree a couple of rules and enforce them early.
- Breaking CSV imports: keep column order the same, don’t edit IDs, and keep CSV fields simple (avoid commas).
- Mixed units: keep “per door” vs “per leaf” explicit so totals don’t drift.
- Untracked exceptions: client-specific uplifts should be documented and versioned, not remembered.
- Scope creep: if ad-hoc line items become common, add them to the mapping so consistency improves over time.
Common questions
Quick answers on CSV workflows, mapping, and keeping pricing consistent.
Can we bulk add pricing mappings?
Yes. Use CSV export/import to seed or add mappings in bulk. Imports are additive: existing mappings are skipped, and changes to existing rows should be done in Settings.
What breaks CSV imports most often?
Wrong column order, commas/quotes inside fields, edited IDs, or inconsistent units. Keep the exported column order intact and keep values simple; use the UI for more complex descriptions.
How do we handle different regions, clients, or pricing models?
Start with one baseline pricing set, then agree a rule for variations (client-specific uplifts, regional presets, or separate workspaces). Keep the rule documented so quotes remain consistent.
Where does this show up in Fire Door App?
In pricing settings and quote building. Line item mapping turns consistent inspection findings into consistent quote suggestions, without re-typing.
Do we need to get pricing “perfect” before the first job?
No. Get a minimum viable set in place for your common fail reasons, run your first building, and iterate based on real outputs and client feedback.
Next step
Quote consistently across one real building.
Set up a baseline mapping, run a pilot inspection, then generate a quote without rebuilding scope in spreadsheets.