This glossary provides definitions of key terms used throughout the BigTime Quotes, with a focus on quoting, billing, and project setup. Each entry explains the purpose and use of a specific field or concept, helping users understand how data flows across Quotes, Tasks, Templates, and the Admin Panel. You can also find the location of each term in the system to make navigation easier and ensure consistency when working with different BigTime modules.
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# 🔹 A 🔹 B 🔹 C 🔹 D 🔹 E 🔹 F 🔹 G 🔹 H 🔹 I 🔹 J 🔹 K 🔹 L 🔹 M 🔹 N 🔹 O 🔹 P 🔹 Q 🔹 R 🔹 S 🔹 T 🔹 U 🔹 V 🔹 W 🔹 X 🔹 Y 🔹 Z
#
# of Weeks - Represents the number of weeks expected for each role within a Task on a Quote. This value does not affect the Task’s price and is provided for informational purposes to give the client visibility into the projected timeline. You can find it in Quote.
A
Admin Panel - A user-friendly, self-serve experience that empowers administrators and non-technical users to manage a centralized list of services, tasks, quote templates, document templates, and global fields. Included in the Admin Panel: Task Library, Global Fields, Quote Templates, Document Templates, and General Information. You can find it in Admin Panel.
Archive - An action or status applied to a Quote when it is determined that the Quote will not move forward as an active project. This status effectively cancels the Quote while preserving it for historical reference and record-keeping. You can find it in Quote.
B
Bill Rate - Represents the rate charged to the client for the work performed. Using Rate Cards in BigTime Delivery, Bill Rates can be pre-defined per Role and will automatically populate in Quotes. These rates can be modified as needed. Bill Rates are used to calculate margin, revenue and determine pricing for the project. You can find it in Quote and Admin Panel.
Billing Model - The Billing Model represents the active invoice calculators for that firm. This selection will prefill the Default Invoice Type field when the project is created in BigTime Delivery. This selection does not impact the Quote Templates or Tasks that become available in the next step and is not related to the pricing formats. You can find it in Quote.
Boolean - A field representing a true/false or yes/no value, typically displayed as a toggle or checkbox. You can find it in Global Field Type.
C
Contingency - This value is input as a percentage. Percentage is taken on top of the total List Price. Think of this as an additional charge to cover any potential risks or uncertainties. You can find it in Quote.
Cost Rate - Represents the rate paid to an employee or the internal cost of performing the work. Default Cost Rates can be defined per Role in BigTime Delivery and will automatically populate in Quotes. These values can be adjusted as needed. Cost Rates provide visibility into the expected margin for each Task or project. You can find it in Quote and Admin Panel.
Custom Element - You can create custom elements in the Document elements page. You can add new elements by clicking on the “Add New Element” button and then entering the name, type, and description for the element. It’s populated via custom code. You can find it in Document Template.
D
Date - A field used to capture a specific date, such as a start date, due date, or approval date. You can find it in Global Field Type.
Default Value - The value that automatically populates a field when a Quote is created. Users can modify this value as needed. You can find it in Global Field.
Description - A text field used to provide details about the Task or Project. The Description communicates the purpose, scope, or key information needed to understand the work being performed. It helps both internal teams and clients align on what the Task or Project entails. The description will carry over to the project when the project is created from the Quote. You can find it in Task, General Information, and Quote.
Discount - This value is input as a percentage. Percentage is taken on top of the total List Price. You can find it in Quote.
Document Template - Document Templates let you upload and manage the layouts used to generate your final proposals. By setting up a template, you can ensure every proposal matches the exact format and branding your firm requires. With built-in conditional logic, you can reference tables, sections, and fields that dynamically pull in the right data, ensuring each proposal is accurate, tailored, and complete. You can find it in Admin Panel.
Dropdown - A menu field that provides a list of predefined options from which the user selects one value. You can find it in Global Field Type.
F
Fee Type - Used specifically for projects billed through the Item-Based Billing invoice calculator. This field appears only when the Item-Based Billing pricing format is selected and automatically populates the Fee Type on the corresponding Task in BigTime Delivery. You can find it in Task.
Fees - The amounts tied to each Task that make up the total Quote price. Depending on the Pricing Format, Fees may be calculated per role or as a fixed amount. The total Fee for each Task syncs to the Fee Budget field in BigTime Delivery. You can find it in Task and Quote.
Fixed Price Pricing Format - A pricing structure that includes roles and hours for each role, but uses a single fixed total amount defined by the user. The total price does not change based on hours or rates. You can find it in Task and Task Library.
G
General Information - Settings that determine which global fields appear in the General Information section of all Quotes. These fields display key details about the overall Quote and apply universally across all Quote Templates. You can find it in Quote and Admin Panel.
Global Field - Global Fields let you create reusable fields that can be applied across all quotes in the platform. Use them to standardize information such as custom data points, tags, or reference values that you want available in every proposal. By defining Global Fields you ensure consistency, flexibility, and a more personalized quoting experience tailored to your business need. You can find it in Quote and Admin Panel.
H
Helper Text - Placeholder text inside a field to guide the user on what information to enter. It disappears once the user begins typing. You can find it in Global Field.
Hourly Pricing Format - A pricing structure that includes roles, rates, weeks, and hours in the pricing table. The price for each row is calculated by multiplying the number of hours by the rate, and all rows are totaled to determine the Task’s overall price. You can find it in Task and Task Library.
Hours - Represents the number of hours expected to complete the Task for each role. These hours are used to calculate the Task’s price by multiplying the hours by the assigned rate. When the project is created from the Quote, the total hours automatically populate the Budget Hours field on the corresponding Task. You can find it in Quote.
I
Item Based Billing Pricing Format - A pricing structure designed for Item-Based Billing projects. This format allows for an additional level of automation when Tasks are created in BigTime Delivery from the Quote by applying the appropriate Fee Type needed for Item-Based Billing invoicing. Use this pricing format only if the project will be invoiced using Item-Based Billing. You can find it in Task and Task Library.
L
List Price - The total amount of the Quote before the Discount or Contingency is added. This includes total fees and materials (expenses). You can find it in Quote.
M
Margin - [(List Price - Cost) / List Price] *100. You can find it in Quote.
Mark Section as Conditional - Lets you show or hide sections/paragraphs. A conditional element can be linked to formula results, checkboxes, radio buttons, dropdowns, or other custom logic. When a field’s tag name matches the conditional element’s name, that text automatically appears or disappears depending on whether the field is checked or selected. You can find it in Document Template.
Mark Text as Conditional - Lets you show or hide specific words or sentences based on conditions. A conditional element can be linked to formula results, checkboxes, radio buttons, dropdowns, or other custom logic. When a field’s tag name matches the conditional element’s name, that text automatically appears or disappears depending on whether the field is checked or selected. You can find it in Document Template.
Materials/Expenses Pricing Format - A pricing structure used for Tasks that represent additional expenses or materials included in the project. This format allows users to specify a quantity and a unit price, which are multiplied to calculate the Task’s total price. You can find it in Task and Task Library.
Metadata - Allows adding custom functionality to the field. You can find it in Global Field.
Min/Max Length - Define a minimum and/or maximum character limit. You can find it in Global Field.
N
Number - A numeric input field used for values like quantities, amounts, or percentages. You can find it in Global Field Type.
P
Pricing Format - Defines how the pricing table is structured for a Task. The selected pricing format determines which columns are used to calculate the Task’s price and how that information is displayed. You can find it in Task and Task Library.
Q
Quantity - Used specifically with the Materials/Expenses pricing format. The Quantity represents the number of units for an item or expense and is multiplied by the Unit Price to calculate the total cost. You can find it in Expense/Materials Pricing Format.
Quote ID - This is an incremental unique ID that is set by the system. You can find it in Quote.
Quote List - A centralized list displaying all Quotes that have been created for a firm, including their statuses, amounts, and other key details. You can find it in Quote.
Quote Template - Quote Templates allow you to build complete, reusable templates by combining Global Fields and tasks from your Task Library. They make quote creation faster, more consistent, and less error-prone by standardizing the structure and content of your proposals. With Quote Templates, you can streamline your process while still leaving room for customization when needed. You can find it in Admin Panel.
R
Radio - A field type that allows users to select one option from a predefined list of choices. You can find it in Global Field Type.
Rate Card - A shared set of predefined rates that can be applied across multiple projects. Using common Rate Cards saves time by allowing you to update rates in one place instead of managing them individually for each project. When a Rate Card is selected while creating a Quote, its rates automatically populate the Quote and are applied to the associated project once it’s created in BigTime Delivery. You can find it in Quote.
Regex Pattern - Allows custom validation for text inputs. For example, we can use regex expressions to allow only valid email entries. You can find it in Global Field.
Role - Pulled from BigTime Delivery, Roles identify the types of team members assigned to each Task. They help communicate to the client which roles will be involved in the work and assist in planning or estimating the hours required to complete the Task. You can find it in Task and Quote.'
S
Simple Pricing Format - A basic pricing structure that allows users to enter a simple description and a total price. This format does not include hours, roles, or rates, keeping the setup straightforward and minimal. You can find it in Task and Task Library.
SOW - The final document generated from the data in the Quote. The SOW outlines the agreed-upon scope, pricing, and deliverables and is sent to the client for review and approval. You can find it in Document.
Subtotal - The total fee for each Task. You can find it in Task/Quote.
T
Task - A Task in Quotes represents a specific service or component of the overall scope of work. Each Task includes detailed information and pricing that defines what will be delivered to the client. When a project is created in BigTime Delivery, each Task from the Quote becomes a corresponding Task on the project. You can find it in Quote and Admin Panel.
Task Group - A Task Group is a collection of related Tasks used to organize and bundle work within a Quote. When the project is created in BigTime Delivery, the Task Group and its associated Tasks are included in the project’s Task list. You can find it in Quote and Admin Panel.
Task Library - The Task Library lets you create and manage reusable tasks with different pricing formats. These tasks can be added to Quote Templates or selected individually when building a quote from scratch. By centralizing your tasks, the library ensures consistency in pricing, speeds up the quoting process, and gives you the flexibility to tailor proposals to each project’s needs. You can find it in Admin Panel.
Text - A free-form input field used to capture written information such as names, descriptions, or notes. You can find it in Global Field Type.
Tooltip - A brief message that appears when a user hovers over the field. It provides quick context or clarification about a field. You can find it in Global Field.
Total - The sum of the fees and materials (expenses) and includes any discounts/contingency. You can find it in Quote.